Administrative Assistant - Research Institute

at  NYU Abu Dhabi

REQUIRED EDUCATION:

• Bachelor’s Degree or equivalent

REQUIRED EXPERIENCE:

• 3+ years experience in a comparable position with a proven record of working within and coordinating administration services
• Superior written and oral communications skills in English
• A capacity to work within complex organizational structure being customer facing and quality of service orientated
• A high standard of computing and internet skills.
• Be professional, resourceful and use initiative in a team environment showing mid-level leadership capabilities, having exceptional discretion, confidence and communications skills

PREFERRED EXPERIENCE:

• 3+ years experience in an academic organization
• Experience in project coordination and event planning
• Experience in office administrative duties
• Excellent communication skills
• Grant management experience
• Strong interpersonal, organization and communication
• Strong project coordination skills
• Ability to work with Faculty and Staff at all levels
• An ability to prioritize and to handle multiple projects, organized work habits and consistent accuracy
• Strong interpersonal, organization and communication
• Strong project coordination skills
• Ability to work with senior level management, Faculty and Staff at all levels
  Additional Information:

Office support

• Coordinate internal meetings and special events for the Office and RI administration
• Assist with the travel booking for external guests and provide logistical support while at NYUAD
• Assist in planning and coordinating RI center Reviews
• Receive, respond to, and/or forward emails sent to the research email alias
• Assisting in planning and coordinating Request for Proposals (RFP)

Meetings and events

• Assist in the coordination of small and large-scale meetings, maintaining calendars, RI project reviews, RFP, site visits, and presentations
• Provide logistical support with booking travel and accommodation, extending invitations and scheduling meetings, creating dockets, arranging catering and AV support, and taking minutes at meetings

Finance and budget

• Manage purchasing needs of the Office and RI administration expenditure
• Process honorarium payments, invoices, employee and consultant reimbursements, raise requisitions in e-PRO and other financial transactions assemble financial data in order to analyze current budgets for year-end

Data management and reporting

• Maintain hard- and electronic copies of confidential files and manage databases (e.g. MOUs, personnel, summer salary requests, progress reports)
• Maintain records on RI activities, highlights and achievements and coordinate monthly activity reports
• Coordinate data gathering efforts and assist in the preparation of reports and presentations
• Maintain space records for RI centers

Qualifications: