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Administrative Coordinator for Global Programs

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 and diverse campus environment that embodies the principles of equity, accessibility, and belonging, essential for academic success. Team members are expected to actively contribute to a welcoming atmosphere for students, faculty, and staff.

The Administrative Coordinator, under the guidance of the Assistant Director for Student Services and Administration, delivers essential administrative assistance across Operations, Academic Programs, and Student Services. This role is pivotal in supporting a team committed to providing an exceptional study abroad experience. The Administrative Coordinator engages in programmatic support that aligns with the high 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 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.
  • Manage office supplies inventory and coordinate purchases with preferred vendors.
  • Liaise with a diverse range of external vendors and service providers.
  • Assist with payment processing, invoice management, and financial reconciliation.
  • Regularly update and maintain NYU Sydney's Google calendars, Google Drive, and Groups.
  • Contribute to the revision of visitor guides, student and faculty handbooks, and web content.
  • Oversee online student resources.
  • Participate 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 and those shared with the Office of Global Programs.
  • Arrange transportation and tickets for field trips, and assist with student supervision.
  • Distribute a weekly newsletter to faculty summarizing key 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 not available for purchase in Australia.
  • Serve as the point of contact for required text loans, managing the collection and allocation of these resources to students at the semester's start and ensuring their return at the end.
  • 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 Support (30%)

  • Assist in all facets of student life programming and execution, including occasional overnight travel as a chaperone.
  • Aid in student arrival and departure processes.
  • Prepare weekly communications and newsletters for students.
  • Support photography and videography efforts.
  • Assist in the planning, execution, and management of conferences, meetings, and special events.
  • Participate as a supporting staff member for occasional student life events at various locations.
  • Arrange transportation and tickets for student life events, and assist with student supervision.
  • Provide comprehensive support for Orientation and assist students with departure protocols.
  • Additional responsibilities may include advising student organizations and program committees.

Qualifications

Required Qualifications

  • Must have legal entitlement 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 in the international education sector is preferred.

Skills & Preferences

  • Experience in an office administration role.
  • Strong desire to work collaboratively within a team environment.
  • Ability to learn and excel in a diverse range of responsibilities.
  • Solid organizational and administrative skills, with a proven ability to prioritize tasks.
  • 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 and adaptability to various technology/software products.
  • Proactive 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.