Position Summary:UAE nationals are encouraged to applyNew York University Abu Dhabi (NYUAD) seeks to appoint a Center Coordinator reporting to the Center Director for Center of Interdisciplinary Data Science and Artificial Intelligence (CIDSAI).The Research Center Coordinator will manage the operations of the Research Center and provide administrative coordination and support to the Center Director, Co-PIs, Researchers, Postdocs, Students, and other members of the Center. In particular, the person in this position will be responsible for handling the day-to-day operations of the Research Center, with different tasks related to the Center’s administration, organization, financial, and communication processes. The type of activities will vary with an emphasis on general administrative support in order to ensure the Center’s continuous and smooth operations. A high degree of initiative, independence of action, and ability to achieve results without explicit guidance are expected, as is the ability to work quickly and efficiently, particularly during busy times.Key Responsibilities:Administration & Operations
Provide short and long-range planning and implementation, and management of day-to-day operations of the Research Center
Provide administrative support to the Center Director, Co-PIs and Associate Director, researchers, post-docs, student assistants, undergraduate research fellows, and other NYU collaborators (NYU Shanghai, NYU New York)
Work effectively with NYUAD administrative units (such as the Finance department, the Post-Award Team Department, the Student Assistantship Department, HR, the Web Team, Public Affairs, and other NYUAD affiliates) to ensure timely and effective responses to inquiries, deadlines, and interdepartmental concerns regarding the Research Center
Manage and coordinate CIDSAI space assignment and seating arrangements
Assist with and coordinate CIDSAI space design
Assist with new collaboration opportunities
Provide onsite support for both internal and external colleagues
Compile and assist with the Center Annual Report for the Research Institute as well as other reports
Organize and manage the center research tracker that is constantly updated with all research outcome
Handle RI activities and highlights
Submit Tamkeen monthly reports
Manage and ensure ongoing supplies
Manage room reservations
Welcome Research Center’s guests
Handle the Handshake application process for students
Hire student assistants and student researchers
Oversee hiring plans and staffing process
Coordinate onboarding process for center researchers and postdoctoral associates
Provide IT assistance and IT onboarding for center researchers and postdoctoral associates
Provide walkthroughs and general assistance to new hires
Issue External Engagement Forms for External Professional Services
Coordinate the Center’s calendar
Provide support for Center-related travel and catering
Budgeting & Financial Management
Manage the daily financial operations of the Center, including budgeting and reporting (budget projections, expenditure) for multiple chartfield to make sure that the Center’s operations and the associated expenses run smoothly
Maintain and manage Center financial activities, and updates on finance policy; preparation of expense reimbursements; payments to vendors and individuals; quick invoice payments; payment forms; student payments; transfer journal requests; vendor registration; CBE; ePro data entry and PO follow up
Provide projections and budget expenditures to the Center’s director.
Support all high financial processes and approvals on behalf of the Center up to the level of $3K
Manage Center’s procurement, P-Card, and transactions reconciliation
Provide summer salaries projections and coordinate the payment of summer salaries, including all follow-ups
Supervise and coordinate the requests and payment of external engagements
Communications & Outreach Support
Maintain and manage Center internal and external communications and announcements; Center emails with external and internal colleagues; dynamic distribution lists; and write meeting notes and actions with follow-up accordingly
Support the development of the newsletters, features, media summaries, etc.
Develop CIDSAI social media campaigns (content creation, design) and manage CIDSAI Social Media Accounts (Instagram, Facebook, LinkedIn, Twitter) and CIDSAI websites
Support the outreach to NYUAD Community in collaboration with Public Affairs via different newsletters, intranet platforms, and email communications
Work with Public Affairs on identifying and developing stories, etc.
Collaborate with the Web Team on the website design and development
Head all efforts in the purchase and distribution of CIDSAI marketing material
Events Organization
Lead, manage and provide operational support, including planning and execution of high-quality events, conferences, seminars, webinars, panels, informal gatherings, competitions, and other university-related activities for the leadership, faculty, staff, and students
Manage all aspects of event coordination, from request intake, venue bookings, catering, AV production, branding, and onsite support
Manage support staff, i.e., Serco, ADNH, AV, and other service providers, to ensure services requested are delivered in a timely and efficient manner, with the desired quality
Optimize and oversee branding activities and marketing materials
Provide outreach and promotion services for events within the NYUAD community and beyond
Host and moderate events and workshops
Qualifications:Required Education:
Bachelor’s degree
Preferred Education:
Master’s degree
Required Experience:
5 years of high-level administrative experience
Experience in a university setting dealing with senior leadership, faculty, students, researchers, and local research administration professionals
Experience in project management including resource planning, financial management, change management, and motivating team initiatives
An understanding of finance and budgeting and the ability to assess data for statistical reports
Superior written and oral communication skills in English
Strong organizational skills
Ability to work autonomously and multi-task effectively in a start-up environment including instances where policies and procedures require further development
An ability to prioritize and handle multiple processes and requests on tight deadlines with attention to detail
Professional maturity and judgment consistent with leadership-support responsibilities, including exceptional discretion, confident communications skills, and a capacity for a resourceful initiative in a team context
A capacity to work collegially and flexibly in a dynamic setting characterized by a complex organizational structure comprising New York University in Abu Dhabi and other New York University campuses
Preferred Experience:
2+ years of experience in an administrative role at NYUAD
An understanding of NYUAD procedures and operations; familiarity with NYUAD Intranet and various application processes (External Engagement, Student Assistantship, Journal Entry, IT onboarding
Experience in using university platforms (Concur, Oracle BI, E-Pro, Quick Invoice, Citi Manager, Handshake, Space Reservation Booking)
Experience in using university platforms (Concur, Oracle BI, E-Pro, Quick Invoice, Citi Manager, Handshake, Space Reservation Booking
Experience in event organization (planning and execution of high-quality events, such as conferences, seminars and other university-related activities for the leadership, faculty, staff and students. Knowledge of event coordination from request intake, venue bookings, catering, AV production, branding and onsite support)
Experience in using social media in a business setting: Facebook, Twitter, LinkedIn, Instagram, etc.
Experience in managing and updating web content on WordPress and newsletter communications on Direct Mail
Experience working with confidential information (e.g. salaries)
People skills
Knowledge of foreign languages, Arabic in particular
Knowledge of basic graphic design
Strong computer skills, including knowledge of different databases, how to use them, manage them, and set them up
Additional Information:About NYUADNYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.
