Program Assistant

Position Summary

NYU's Global Programs & University Life organization is committed to being a welcoming campus community that reflects and enacts the values of inclusion, diversity, belonging, equity, and accessibility that inform academic excellence. Employees in this organization are expected to contribute to diverse, equitable, inclusive, and accessible learning and working environments for our students, staff, and faculty.

The Program Assistant, under the supervision of the Assistant Director, Student Services and Administration, provides administrative support for Operations, Academic Programs and Student Services. The overarching responsibility of the position is to provide broad support as part of a team whose mission is to ensure the effective delivery of a first-rate study abroad experience. The Program Assistant participates in providing programmatic support consistent with the high standards that have established NYU as a global leader in international higher education. This is a full-time position based in Sydney, Australia. Approximate percentages of time/effort anticipated for each category of duty are indicated below but will be adjusted as necessary.

General Administrative Support (40%)

- Maintain high level of discretion and confidentiality
- Respond promptly to internal and external requests for information
- Maintain office supplies inventory and organise requested purchases with preferred vendors
- Liaise with wide range of 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
- Assist in updating visitor guides, student and faculty handbooks, and on webpages
- Manage online student resources
- Participate in special projects and other duties as needed

Academics Programs Support (30%)

- Sets up academic course folders in Google Drive including folders for assessment guidelines, course evaluations and syllabus documents.
- Uploads course syllabuses to shared folders and to the folder shared with the Office of Global Programs.
- Book tickets and transport for field trips, and assist with student supervision
- Sends out weekly newsletter to faculty summarising key information about each course, including weekly topics, guest speakers and field trips and Student Life programming.
- Identifies list of required texts from syllabus documents and if necessary, in liaison with instructors
- Arranges with Global Academics team and NYU Bookstore for the provision of texts not available to purchase in Australia
- Point of contact for required text loans for the semester. Manages collection of required texts, allocates these to students at the start of semester and ensures they are returned at the end of semester.
- Attends faculty meetings and arranges catering for final faculty meeting if necessary
- Attend training sessions for using NYU’s student information system (Albert), Learning Management System (Brightspace) and other platforms as necessary

Student Programming and Events (30%)

- Assist in all aspects of student life programming and implementation, including occasional overnight travel as 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 occasional student life events at Regiment, or at other sites

- Book tickets and transport for student life events, and assist with student supervision
- Provide extensive support for Orientation, and assist students with departure protocols
- Other responsibilities may include advising student organisations and program committees.

Qualifications

Job Requirements

- Must possess legal entitlement to live and work in Australia
- Must possess or be pursuing Bachelor’s degree in a related field (e.g. Education, International Affairs) or equivalent
- Should have experience in the international education sector.

Skills & Preferences

- Experience in an office administration role
- Ability and strong desire to work in a highly collaborative team
- Ability to learn and excel in a broad range of duties and responsibilities
- Solid organizational and administrative skills, with a proven ability to prioritize projects
- Excellent intercultural and interpersonal communications skills
- Attention to detail
- Proven writing and editing skills, including the ability to draft effective memos & letters
- Familiarity and adaptability using technology/software products
- Proactive with exceptional problem-solving skills
- Considerable knowledge of Sydney, and ideally familiarity with and interest in U.S. culture and higher education

Additional Information

Applications for this position must be made via the NYU portal.

Any general enquiries can be sent to mark.eels@nyu.edu.

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