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Administrative Program Coordinator

3 months ago

Sydney, Nova Scotia, Canada New York University Full time

Position Overview

New York University's Global Programs & University Life division is dedicated to fostering an inclusive campus environment that embodies the principles of diversity, equity, belonging, and accessibility essential for academic success. Employees within this division are expected to actively contribute to creating equitable and inclusive educational and professional settings for students, faculty, and staff.

The Program Assistant, reporting to the Assistant Director of Student Services and Administration, plays a crucial role in providing administrative assistance across Operations, Academic Programs, and Student Services. The primary focus of this role is to deliver comprehensive support as part of a collaborative team committed to ensuring a high-quality study abroad experience. The Program Assistant is involved in programmatic support that aligns with the esteemed standards that position NYU as a leader in international higher education. This is a full-time role based in Sydney, Australia. The anticipated distribution of time and effort across various responsibilities is outlined below, though adjustments may be made as needed.

General Administrative Responsibilities (40%)

  • Uphold a high level of discretion and confidentiality.
  • Respond efficiently to both internal and external inquiries for information.
  • Manage inventory of office supplies and coordinate purchases with preferred vendors.
  • Communicate with a diverse range of external vendors and service providers.
  • Assist with financial tasks, including payment processing and invoice reconciliation.
  • Regularly update and maintain NYU Sydney's Google calendars, Google Drive, and Groups.
  • Contribute to the updating of visitor guides, student and faculty handbooks, and website content.
  • Oversee online student resources.
  • Engage in special projects and additional duties as required.

Academic Program Support (30%)

  • Organize academic course folders in Google Drive, including assessment guidelines, course evaluations, and syllabus documents.
  • Upload course syllabi to shared folders accessible to the Office of Global Programs.
  • Arrange transportation and tickets for field trips, and assist with student supervision.
  • Distribute a weekly newsletter to faculty summarizing essential course information, including topics, guest speakers, and student life programming.
  • Compile a list of required texts from syllabus documents, coordinating with instructors as necessary.
  • Collaborate with the Global Academics team and NYU Bookstore to secure texts unavailable for purchase in Australia.
  • Serve as the point of contact for required text loans, managing the allocation and return process for students each semester.
  • Attend faculty meetings and coordinate catering for the final faculty meeting if needed.
  • Participate in training sessions for NYU's student information system (Albert), Learning Management System (Brightspace), and other relevant platforms.

Student Programming and Events (30%)

  • Support all facets of student life programming and implementation, including occasional overnight travel as a chaperone.
  • Assist with student arrivals and departures.
  • Prepare weekly communications and newsletters for students.
  • Aid in photography and videography efforts.
  • Assist in the planning, execution, and management of conferences, meetings, and special events.
  • Act as supporting staff for occasional student life events at various locations.
  • Arrange transportation and tickets for student life events, providing supervision as needed.
  • Offer extensive support for Orientation and assist students with departure procedures.
  • Additional responsibilities may include advising student organizations and program committees.

Qualifications

Job Requirements

  • Must have legal authorization to live and work in Australia.
  • Must possess or be pursuing a Bachelor's degree in a relevant field (e.g., Education, International Affairs) or equivalent experience.
  • Experience in the international education sector is preferred.

Skills & Preferences

  • Experience in an office administration role.
  • Strong desire and ability to work collaboratively within a team.
  • Capacity to learn and excel in a diverse range of duties and responsibilities.
  • Solid organizational and administrative skills, with a proven ability to prioritize tasks effectively.
  • Excellent intercultural and interpersonal communication skills.
  • Attention to detail is essential.
  • Proven writing and editing skills, including the ability to draft effective memos and correspondence.
  • Familiarity with technology and software products, with adaptability to new tools.
  • Proactive approach with exceptional problem-solving abilities.
  • Considerable knowledge of Sydney, along with an interest in U.S. culture and higher education.

Additional Information

Applications for this position must be submitted through the NYU portal.