The Program Assistant, under the supervision of the Student Services Manager and/or Associate Director, provides administrative support across Operations, Student Services, and Academic Programs. The primary 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 Assistant also ensures 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 time allocations for each duty category are indicated below but may be adjusted as necessary.

Operations and Communications (30%)

• Maintain a high level of discretion and confidentiality
• Maintain office and merchandise inventories and assist with orders.
• Assist with invoice management, payment, record keeping and reconciliation including FAME and JEMS.
• Assist in updating visitor guides, student and faculty handbooks, and webpages
• Assist with alumni relations, including programming and events
• Search for and assist with possible grant applications
• Prepare weekly student and faculty newsletters
• Assist with photography and videography
• Develop NYU Sydney’s digital identity and curate communications projects
• Participate in special projects and other duties as needed

Student Life (35%)

• Assist with student pre-arrival, arrival and departure tasks
• Assist with student life program planning and execution
• Assist in planning, implementation, and management of conferences, meetings and special events
• Support the Student Services Manager in conducting BASE meetings
• Generate work experience leads for students and provide ongoing support for partners and students throughout any agreements
• Curate semester-specific volunteering opportunities for students
• Provide support for student leaders, organisations and program committees
• Attend Intercultural Learning Committee meetings and staff/faculty meetings
• After hours and weekend event support as needed

Academics (35%)

• Set up and maintain academic course folders in Google Drive including assessment guidelines, course evaluations and syllabus documents.
• Accompany students on academic field trips
• Update CMS Website course inventory lists
• Monitor USYD course availability each semester
• Plan, book and track assignments, guest speakers, and field trips
• Identify required texts from syllabus documents and assist with sourcing
• Assist and communicate with faculty for course needs
• Assist with NYU local exchange info sessions and advertising
• Assist with supervising exams and implement accommodations for students who have registered with NYU Moses Center for Student Accessibility
• Help with NYU’s student information systems, Learning Management System and others as needed.

Job Requirements

• 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 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 communication 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