Faculty Services Associate, Faculty Affairs

Found in: Talent CN S2 - 1 week ago

Shanghai, China NYU Shanghai Full time

Position Summary

Faculty Services Associates are key members of the Faculty Services Center, affiliated to the Office of Faculty Affairs. Office of Faculty Affairs oversees a variety of administrative support to academic areas/programs and serves as the resource center to individual faculty members through their whole lifecycle in the university, from hiring, training, on/off-boarding to daily support. The selected candidate will join the Office of Faculty Affairs during a critical time of development and transformation and will have the opportunity to contribute impactfully to the management of specialized programs designed for enhancing faculty’s work experience and streamlining cross-departmental collaborations. While assigned to lead the services to faculty members from a specific academic area, the successful candidate will also be cross-trained in other areas to address complicated queries and engage in creative initiatives.

The main responsibilities include:


Direct Support
● Serve as On-boarding and Off-boarding faculty host and liaison to operational departments;
● Serve as the logistics coordinator for Tenure/Tenure-Track faculty recruitment visits;
● Prepare reimbursement and payment finance reports for faculty and their visiting academics;
● Purchase equipment and supplies for faculty offices and research needs;
● Draft legal agreements with vendors and contractors for faculty’s research projects;
● Arrange business travels for faculty and their visiting academics;
● Arrange student worker hiring and payment for faculty;
● Schedule faculty meetings, archive meeting documents and take meeting minutes as needed;
● Provide primary logistical assistance to faculty-sponsored events, such as conferences and seminars (except events initiated by Office of Research or Research Centers);
● Support budget proposal, expense tracking and financial planning for faculty and academic programs as needed;
● Other tasks as assigned by faculty/academic area and approved by Manager.

Collaborations
● Collaborate closely with other colleagues of Faculty Services Center to support team projects, and in times of low workload be prepared to support others’ overload needs.
● Liaise with other operational departments (Finance/HR/Facilities/IT/Public Safety/University Communications) and academic institutes/centers/programs to complete interdepartmental projects and events;
● Liaise with Legal, Compliance, Finance/Procurement and Leadership (as needed) to resolve complicated cases in travel arrangements, purchases of goods and services, issues in academic collaboration projects, and violation of rules or policies.

Specializations
● The associate is expected to develop specialized tasks/projects together with the Manager in accordance with the departmental needs and the associate’s own strengths, interests and initiatives. Specialized assignments will also evolve with the growth of the Office of Faculty Affairs.

Qualifications

Required Education:
● Bachelor’s degree (master’s degree preferred)

Required Experience and Skills:
● 1-2 years relevant administrative experience (in international or multicultural institution preferred);
● Sensitivity to cultural traits and differences, and ability to adopt personalized communication strategies;
● Demonstrated ability to align one’s goals with institutional missions, values and virtues;
● Demonstrated ability to organize massive pieces of resources/information and shoot problems both standardly and creatively;
● Demonstrated ability to adapt to changing environments/situations in face of uncertainties;
● Highly attuned attention to details;
● Demonstrated ability to work independently and collaboratively in a team setting;
● Demonstrated ability to multi-task and work under pressure;
● Demonstrated ability to maintain confidentiality and high integrity when working with sensitive information;
● Proficiency in Microsoft Applications, Google Docs/Apps;
● Fluency in spoken/written English & Mandarin.

Preferred Experience and Skills:
● Previous experience in the higher education industry;
● Proficiency in Adobe Applications;
● Knowledge of data analysis, graphic/web design, or software programming/coding.

Additional Information

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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