Associate, Arts and Sciences

3 months ago

Shanghai, China NYU Shanghai Full time

Position Summary

This position supports the Dean of Arts and Sciences, assisting the day-to-day operations and activities within the Dean’s office, and delivering a broad spectrum of administrative support. This role involves managing a range of responsibilities, from coordinating schedules, financial administration, event organization to supporting strategic initiatives and special projects. 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.

The main responsibilities include: 

Dean’s Office Administrative Support (20%)

Travel Coordination: Visa Application, flight booking, local travel and accommodation arrangements, restaurant reservations, agenda management, etc Meeting Logistics:  venue reservation, teleconference set-up, preparation of meeting materials and refreshments, taking meeting minutes, etc Office Supplies and Record Keeping: Monitor and order office supplies, ensuring adequate stock levels Support annual capital asset inspection for Arts and Sciences; Maintain and organize files, records, and documents, both electronic and physical Newsletter  Drafting and designing newsletter for the Dean’s Office Other ad-hoc tasks assigned by the Dean and the Senior Administrator

Financial Administration (20%)

Managing the procurement process, ensuring that purchases of faculty computers are made in accordance with university Manage financial transactions in the Dean’s office, reimbursement, payment requests etc Assist in the annual budget request proecss 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 Faculy Advisory Committee Support (20%)

Provide administrative support to advisory committee members Organizing meeting logistics, such as scheudling, room reservations and technology setup Taking meeting minutes and maintaining records of committee decisions, discussions and action items Assisting committee members with administrative needs or requests Compiling relevant data and information for committee discussions and decisions Conducting background research on agenda items as required

Capstone Project Support (10%)

Facilitate and coordinate the administration, collection, and submission of capstone theses from A&S

Faculty Review Support (10%)

Managing the logistics of faculty reviews, such as setting up review case and uploading required documents in Workday, sending notifications to faculty, processing stipends for committee members, etc.

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 environment; Experience managing committees (taking meeting minutes, managing committee materials, etc.) Experience with document design and presentation

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

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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