Administrative Coordinator, Computer Science and Engineering

2 months ago

Shanghai, Shanghai, China NYU Shanghai Full time

Job Summary

This role is a key part of providing administrative support to advance the goals of the Division of Computer Science, Data Science, and Engineering and its affiliated research centers, such as the Shanghai Frontiers Science Center of Artificial Intelligence and Deep Learning at NYU Shanghai. The successful candidate will assist with meeting and documentation management, travel logistics, communication and translation, financial management, event organization, media communication, data analysis, student and faculty support, and special projects, ensuring the smooth operation and growth of our academic and research programs and initiatives.

Main Responsibilities

Meeting and Documentation Management:

  • Write and distribute meeting minutes promptly and accurately.
  • Schedule and coordinate meetings, appointments, and calendars.
  • Prepare agendas, presentations, and other materials for meetings.
  • Maintain and update records of meetings, decisions, and actions.

Travel and Logistics Coordination:

  • Book flights, trains, or other transportation for faculty, staff, and visitors.
  • Reserve hotel rooms or other accommodations for faculty, staff, and visitors.
  • Manage itineraries and ensure timely updates to relevant stakeholders.
  • Ensure special requirements (e.g., visas, accessibility, dietary needs) are met.

Communication and Translation:

  • Draft and manage correspondence, emails, and other communications.
  • Maintain mailing lists and ensure they are up-to-date.
  • Provide translation services for documents and communications as required.
  • Facilitate communication between faculty, staff, students, and external parties.

Financial Management:

  • Process and track financial claims and reimbursements efficiently.
  • Manage the procurement of equipment and supplies, ensuring timely ordering and delivery.
  • Maintain detailed records of budget expenditures and allocations.
  • Assist with budget tracking and financial reporting, ensuring compliance with university policies.

Event Organization:

  • Plan and organize conferences, workshops, seminars, and other academic and social events.
  • Handle event logistics, including venue booking, catering, equipment setup, and scheduling.
  • Design and produce brochures, flyers, and other promotional materials.
  • Collaborate with stakeholders to ensure successful event execution.

Media Communication:

  • Write and edit news articles and press releases for internal and external audiences.
  • Draft reports and prepare newsletters, ensuring consistent style and quality.
  • Maintain and update web content regularly, ensuring accuracy and relevance.
  • Manage social media platforms and new media channels, creating engaging content.

Data Collection, Maintenance, and Analysis:

  • Collect data from various sources and ensure proper procedures are followed.
  • Maintain and update departmental databases, ensuring the accuracy and integrity of data.
  • Conduct data analysis to identify trends, patterns, and insights relevant to operations.
  • Generate reports based on data analysis findings to support decision-making processes.

Student and Faculty Support:

  • Assist faculty and students with administrative requests and inquiries related to the department.
  • Support activities of student clubs such as the ACM Student Chapter and the Robotics Lab.
  • Maintain spaces designated for faculty and students.
  • Manage office supplies and maintain the pantry.

Special Projects:

  • Conduct research and analysis to facilitate project planning.
  • Assist in developing, coordinating, and executing new programs and special projects.
  • Participate in learning opportunities to enhance relevant skills.

Qualifications

Required Education

  • Bachelor's or Master's degree in a relevant field such as Communications, Public Relations, Education, Business, Data Science, English, or related disciplines.
  • Strong academic background with a demonstrated record of achievement.

Required Experience

  • Preferably with less than five years of work experience. Fresh graduates are also encouraged to apply.

Required Knowledge, Skills, and Abilities

  • Excellent command of spoken and written English.
  • Proficient in Microsoft Word, Excel, Adobe, and AI tools.
  • Strong multitasking abilities with a proven track record of meeting deadlines.
  • Basic skills in data collection, maintenance, and analysis.
  • Proactive approach to tasks, consistently seeking opportunities for process improvement.
  • Collaborative team player in cross-cultural environments.
  • Demonstrated commitment to confidentiality and high ethical standards.
  • Meticulous attention to detail and strong service orientation.

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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