Administrative Assistant – Library | New York University Abu Dhabi | Abu Dhabi

Job description

Position Summary
About the Position
New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Assistant reporting directly to the Manager of Library Administration.
The post holder will provide day-to-day administrative assistance to the manager on a wide range of financial, administrative and clerical services, all of which contribute to the efficient and proficient operation the Audio Visual (AV) project. In addition to providing administrative support to procurement, budget, finance, payments, billing, tracking revenue generation, the incumbent will also handle documents of confidential nature, provide reception coverage, support information services.
Key Responsibilities
Provide administrative support to the Manager with financial/budget management such as preparing financial reports and statistics, encumbrance tracking and revenue generation, billing, financial tracking of multiple accounts, assist in managing variances and other projects as needed
Raise requisitions on EPro, data entry, track POs and invoices and provide a comprehensive administrative filling system
Assist with employee reimbursements, payments to vendors, track/reconcile Library and AV purchases; provide support to committees and to other duties of the department.
Assist with HR/admin functions relating to all contract staff assigned to the project such as leave tracking, handle documents of confidential nature

Set-up of AV office spaces, coordinate meeting arrangements, general office management including maintaining supplies for AV
Calendar Assistance, communicate about events, schedules, technology or facilities issues to internal and external stakeholders, maintain vendor database and relationships, provide coverage when other administrative staff are on leave
Use knowledge, skills and expertise to answer general queries, direct inquiries, solve problems, familiarize with policy and procedures, on and off boarding of AV staff, actively participate in training and professional development as resources becomes available, perform other duties as assigned
Education Requirements
Essential
High School Diploma or equivalent
Desirable
Bachelor’s degree in Business Administration, Finance or another related
Experience Requirements
Essential
At least two years’ administrative experience ideally within a finance administrative
Superior written and oral communications skills in English
A capacity to work within complex organizational structure being customer facing and quality of service orientated
A high standard of computing and internet skills
Fluency with MS Office (Power Point, Excel, Word, etc.)
Team player and works well under pressure and deadlines

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