Academic Appointments Operations and Contracts Manager

New York University Abu Dhabi • AE • 3w ago

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

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Academic Appointments Operations and Contracts Manager reporting to the Executive Director, Office of Academic Appointments.

The Academic Appointments Operations & Contracts Manager plays a pivotal role in supporting the Office of Academic Appointments Executive Director, Associate Directors, and Office of Academic Appointments team to ensure efficient and compliant operations in hiring, onboarding, retention, and career management of faculty, academic staff and research staff at NYU Abu Dhabi (NYUAD). This position demonstrates comprehensive knowledge of University policies and procedures while ensuring that business processes align with NYUAD's mission and NYU's standards in international higher education.

To promote operational efficiency, policy compliance and contract approvals, the Academic Appointments Operations & Contracts Manager streamlines office functions, ensuring that operational, procedural and reporting tasks are conducted in accordance with institutional guidelines. By managing projects across various NYU online systems - such as Workday, Interfolio, MyEmma, Tableau, and Monday.com - the Academic Appointments Operations & Contracts Manager provides crucial administrative support, enabling data-driven executive decision making. Responsibilities include preparing accurate faculty data and headcount reports for internal and external stakeholders, fulfilling ad-hoc requests for institutional data, and delivering high-level administrative assistance to the OAA and as required, to the Office of the Provost. Exercising sound judgment, the Academic Appointments Operations & Contracts Manager proactively anticipates operational needs, identifies potential issues, and suggests practical solutions, maintaining a high level of discretion with sensitive information. This Professional standard is essential in NYUAD's dynamic, multicultural environment, especially when generating reports that support the Provost's strategic decisions. As a liaison between academic divisions, programs, Deans, faculty and staff, this role contributes to University goals by ensuring that OAA's administrative infrastructure can support future growth. This includes supporting the team in the recruitment and onboarding processes for standing faculty, visiting faculty, academic staff, librarians, researchers and post-docs, all in alignment with the NYUAD Provost's ten-year academic strategy. The incumbent also assumes additional tasks, special projects, and administrative duties as needed, contributing to ongoing process improvements and organizational success.

Key Responsibilities:

Manage OAA's various reporting responsibilities driven by faculty data, including Academic Headcount Reports, Workday reports, IT systems, Faculty Activity Reporting (F180), and updates of faculty information such as rank and title, etc.
Support the implementation of systems and schedules so that data, such as Faculty Activity reporting data is collected and reported on time to NYU stakeholders
Drive forward improvements to the university's current systems, working closely with academic appointments partners in support of all divisions. Ensure that NYUAD staff can access and understand the reports
Manage numerous processes around the submission of official documents and the issuance of administrative approvals, including the tracking of requests made to the Executive Director’s office ; the application of provost approvals of contracts, renewals, and promotions; the provost office planning documents as they pertain to faculty hiring, promotions, and tenure, academic review; the annual Activity Reporting administration
Process submissions to the NYUNY Provost when needed
Devise communication strategies and tracking processes, including automated tools, so that divisions and faculty remain aware of deadlines and receive reminders. Manage document submissions to email aliases
Maintain hard-copy and electronic confidential files, records and document management/retrieval systems
Modify and/or create databases and complex spreadsheets
Maintain the accuracy of data in Workday, flagging discrepancies to the Executive Director
Flag discrepancies in Interfolio to the Executive Director and Associate Directors. Respond to a variety of inquiries by phone calls and email for information such as ad-hoc requests for data, resolve routine and non-routine problems, and consult with supervisors or others as needed
Generate data-driven reports and PowerPoint presentations for OAA meetings and NYUAD Leadership
Perform special assignments and projects assigned by the Executive Director and Assistant Directors
To support the Executive Director in the daily management of the office, manage the office calendars and schedule meetings/video conferences internally across NYU’s campuses to enhance an agenda-driven work culture that can meet deadlines
Manage the hard-copy and electronic confidential files and records, such as hiring plan and budget files and document management/retrieval systems. Serve as a liaison competing deadlines to maximize efficiency
Drive tasks forward so that deadlines are met and issues are addressed and resolved
Establish a monitoring and status=of-work reporting system regarding ongoing office projects for which the Executive Director is responsible
Analyze issues, data, conduct research and provide guidance to the Executive Director on best practices. Customize and/or compose memos on own initiative or in response to administrative matters for supervisor’s review and approval
Proofread documents for accuracy and completeness
Provide on-site support each year during faculty orientation events, welcome diner and receptions, including J-Term events in January and June. Help to plan events and manage them as they take place
Manage administrative financial tasks (such as the Purchasing Card), compare bills and invoices with actual expenditures and investigate and resolve discrepancies with the budget office Generate POs, process new external vendors, and handle financial paperwork. Maintain hard-copy and electronic confidential files, records and document management/retrieval systems

Required Education:

Bachelor’s Degree

Required Experiences:

More than five years of experience in an administrative capacity
Experience in project management
Experience in business process improvement and data management
Experience working directly with faculty or academic staff
Knowledge of systems such as Interfolio, WorkDay, Monday.com or other HR systems

Preferred Experiences:

Arabic language proficiency
Demonstrated interest in diversity, equity and inclusion

Other Information About NYUAD

NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.

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