Associate, Arts and Sciences Coordinator

4 weeks ago

Shanghai, Shanghai, China NYU Shanghai Full time

Job Summary

This role supports the Dean of Arts and Sciences, assisting with day-to-day operations and activities within the Dean's office. The Associate plays a crucial part in maintaining the efficiency and effectiveness of the Dean's Office, contributing to the overall success of the faculty in Arts and Sciences.

Main Responsibilities

  • Dean's Office Administrative Support (20%):
  • Coordinate travel arrangements, including visa applications, flight bookings, and local travel and accommodation arrangements.
  • Manage meeting logistics, including venue reservations, teleconference setup, and preparation of meeting materials and refreshments.
  • Monitor and order office supplies, ensuring adequate stock levels.
  • Maintain and organize files, records, and documents, both electronic and physical.
  • Draft and design the Dean's Office newsletter.
  • Financial Administration (20%):
  • Manage the procurement process, ensuring that purchases of faculty computers are made in accordance with university policies.
  • Manage financial transactions in the Dean's office, including reimbursement and payment requests.
  • Assist in the annual budget request process and financial reporting.
  • Event Organization (10%):
  • Assist in planning and organizing events, such as conferences, workshops, and departmental meetings.
  • Coordinate event logistics, including venue booking, catering, and audio-visual equipment.
  • Send invitations, track RSVPs, and manage event-related communications.
  • Dean's Faculty Advisory Committee Support (20%):
  • Provide administrative support to advisory committee members.
  • Organize meeting logistics, including scheduling, room reservations, and technology setup.
  • Take meeting minutes and maintain records of committee decisions, discussions, and action items.
  • Assist committee members with administrative needs or requests.
  • Compile relevant data and information for committee discussions and decisions.
  • Capstone Project Support (10%):
  • Facilitate and coordinate the administration, collection, and submission of capstone theses from A&S.
  • Faculty Review Support (10%):
  • Manage the logistics of faculty reviews, including setting up review cases and uploading required documents in Workday.
  • Send notifications to faculty and process stipends for committee members.
  • Special Projects (10%):
  • Conduct background research and gather information for special projects and initiatives as directed by the Dean.
  • Compile data and prepare reports on various topics related to the Arts and Sciences.
  • Work collaboratively with other departments and offices on cross-functional projects.

Qualifications

  • Required Education: Bachelor's Degree; Master's Degree preferred.
  • Required Experience: Two years of administrative support experience.
  • Preferred Experience: Prior experience in higher education and multicultural work environments.

Required Knowledge, Skills, and Abilities

  • Mandatory: Fluent English and Chinese skills in both writing and speaking.
  • Excellent communication skills.
  • Strong time management and multitasking skills.
  • Ability to proactively solve problems.
  • Ability to work independently and as part of a team.
  • Attention to details.
  • Ability to work cooperatively and productively in a multicultural team environment.
  • Proficiency in Microsoft Office, Doodle Poll, Gmail, and other Google apps.

About NYU Shanghai

NYU Shanghai is China's first Sino-US research university and the third degree-granting campus of the NYU Global Network. We were founded in 2012 by New York University and East China Normal University with the support of the city of Shanghai and the district of Pudong. NYU Shanghai seeks to cultivate globally-minded graduates through innovative teaching, world-class research, and a commitment to public service.

NYU Shanghai is an equal opportunity employer committed to equity, diversity, and social inclusion. We are proud of its diverse and talented staff members, who work together to build and sustain this unique and pioneering institution of higher education in China.

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