Academic Appointments Associate - Office of Academic Appointments (Fixed-Term for 3 years)

NYU Abu Dhabi is pioneering a new model of higher education for a global world, dedicated to excellence in teaching and research and to advancing cooperation and progress on humanity?s shared challenges. Drawing on the strengths of the NYU global network, it offers an outstanding liberal arts and sciences education to students from the United Arab Emirates, the United States, and around the world, with a distinctive focus on intercultural understanding and leadership. It supports innovative research and graduate education programs that push forward the frontiers of knowledge and respond in powerful and interdisciplinary ways to vital global and local challenges.

Position Summary

Applications are welcome from all qualified candidates. In line with UAE regulations, Emirati candidates are encouraged to apply.

New York University Abu Dhabi (NYUAD) seeks to appoint a Academic Appointments Associate.

The Academic Appointments Associate within the Office of Academic Appointments plays a crucial role in providing comprehensive administrative and project coordination support for the three teams within the Office of Academic Appointments; Academic Recruitment, Academic Appointments and Research Appointments. This position necessitates close collaboration with all team members. Furthermore, the Academic Appointments Associate actively supports the team's operational efficiency by expertly managing a range of essential administrative responsibilities. These tasks include supporting academic recruitment and appointment processes, maintaining and reporting on faculty and appointment data, ensuring accuracy of HR systems and records, responding to enquiries and providing administrative and project support to ensure the efficient operation of the Office of Academic Appointments.

The ideal candidate will be a highly motivated and organized professional adept at handling administrative duties and individual projects with meticulous attention to detail, strong communication skills, and the ability to thrive in a fast-paced environment.

Key Responsibilities:

Reporting

• Assist in the preparation and maintenance of routine reports related to academic appointments (e.g., headcount reports and activity reporting)
• Maintain and update faculty and academic staff records
• Help ensure reports are accessible and clearly communicated to relevant stakeholders

Processes & Approvals

• Assist with the submission and tracking of appointment-related requests and approvals
• Support the processing of documentation for internal and external approvals, including liaison with relevant offices where required
• Track deadlines and follow up with stakeholders to ensure timely submission of required materials
• Assist in managing shared inboxes and document submissions

Data Management & Systems

• Assist in the maintenance of accurate data in HR systems (e.g., Workday, Interfolio), flagging discrepancies to senior team members
• Assist in maintaining spreadsheets and tracking tools to monitor appointments and processes
• Ensure proper documentation, filing, and audit readiness

Communication & Enquiries Handling

• Respond to routine enquiries related to academic appointments via email and other channels, ensuring consistent follow-up and resolution
• Provide basic data and information upon request and escalate more complex issues as needed
• Support troubleshooting of administrative issues in consultation with senior team members

Team & Projects

• Provide general administrative and project coordination support to the Academic Appointments team
• Assist with planning and coordination of academic appointments-related events and activities
• Contribute to operational efficiency through ad hoc tasks/projects
• Leave Cover

Required Education:

• Bachelor's degree in a related field

Required Experience:

• 2+ years of Administrative or HR experience
• Good organizational and problem-solving skills. Computer/technology proficiency including Microsoft Office applications, applicant tracking tools including Interfolio, HRIS, internet research tools, etc.
• Proven results in managing high-quality, high-volume work, preferably from higher education or related sectors
• Demonstrated success in working in an evolving, fast-paced, and ambiguous environment, strategy planning, project management and problem-solving skills
• Customer focused and process oriented. Superior interpersonal and communication skills (written and verbal). Ability to work independently as well as serving as a member of the team
• Must be well versed in quality data collection to ensure adequacy, accuracy and legitimacy of data in NYU systems and be able to strictly follow data privacy and security procedures for data handling and analysis to ensure adherence to legal and institutional standards