Job Title: Administrative Support Professional
The successful candidate will provide high-level administrative support to Operations, Academic Programs, and Student Services teams at NYU's Global Programs & University Life organization. This is a full-time position based in Sydney, Australia.
Responsibilities:
* Provide discretion and confidentiality with all matters
* Respond promptly to internal and external requests for information
* Manage office supplies inventory and organize requested purchases with preferred vendors
* Liaise with various external vendors and service providers
* Assist with payments, processing of invoices, and financial reconciliation
* Regularly update and maintain NYU Sydney Google calendars, Google Drive, and Groups
* Manage online student resources
Academic Programs Support (30%):
* Set up academic course folders in Google Drive, including folders for assessment guidelines, course evaluations, and syllabus documents
* Upload course syllabuses to shared folders and the Office of Global Programs folder
* Book tickets and transport for field trips and assist with student supervision
* Send weekly newsletters to faculty summarizing key information about each course, including topics, guest speakers, field trips, and Student Life programming
* Identify required texts from syllabus documents and liaise with instructors as necessary
* Arrange with the Global Academics team and NYU Bookstore for texts not available in Australia
* Point of contact for required text loans for the semester; manage collection, allocation, and return of required texts
* Attend faculty meetings and arrange catering for the final meeting if necessary
* Attend training sessions for using NYU's student information system, Learning Management System, and other platforms as needed
Student Programming and Events (30%):
* Assist with student life programming and implementation, including occasional overnight travel as a chaperone
* Assist with student arrival and departure
* Prepare weekly student communications and newsletters
* Assist with photography and videography
* Assist in planning, implementation, and management of conferences, meetings, and special events
* Participate as a supporting staff member for student life events at Regiment or other sites
* Book tickets and transport for events and assist with student supervision
* Provide extensive support for Orientation and assist students with departure protocols
* Other responsibilities may include advising student organizations and program committees
Qualifications:
* Must possess legal entitlement to live and work in Australia
* Must possess or be pursuing a Bachelor's degree in a related field (e.g., Education, International Affairs) or equivalent
Skills & Preferences:
* Experience in an office administration role
* Ability to work collaboratively in a team environment
* Strong organizational and administrative skills, with a proven ability to prioritize projects
* Excellent intercultural and interpersonal communication skills
* Attention to detail
* Proven writing and editing skills, including drafting effective memos and letters
* Familiarity and adaptability using technology/software products
* Proactive problem-solving skills
* Knowledge of Sydney and ideally familiarity with and interest in U.S. culture and higher education
Requirements:
* High school diploma or equivalent required; Bachelor's degree in a related field (e.g., Education, International Affairs) or equivalent preferred
* At least 2 years of experience in an office administration role