Academic Program Assistant - NYU Berlin

NYU is committed to providing a campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform academic excellence. NYU Berlin is an equal opportunity employer committed to equity, diversity, and social inclusion. We strongly encourage applications from all interested persons including without limitation under-represented individuals in the profession, across religions, color, creed, race, ethnic and national origin, physical ability, and gender and sexual identity. NYU Berlin affirms the value of differing perspectives on the world as we strive to build the strongest possible university with the widest reach.

The Program Assistant, Academics is a full-time position (40 hrs./week) at NYU Berlin’s Academic Center located in the Kulturbrauerei in Prenzlauer Berg, Berlin. The Program Assistant, Academics works directly with the Site Director, the Coordinator for Academics Services and the Academic Administrator and provides assistance for a wide range of areas, including academic support of students, support for classes and lecturers, library services, as well as extra-curricular and public events. Under the supervision of the Assistant Director for Academics and the Coordinator for Academic Services, the Program Assistant, Academics provides administrative support to freelance lecturers and academic staff, advises them on the use of teaching technology, particularly NYU's Learning Management System Brightspace, keeps NYU's electronic course registry and student database, manages the NYU Berlin library and supports students studying at NYU Berlin regarding course enrollment and research. Moreover, the Program Assistant, Academics aids in the production of written academic communication and documents (all primarily written in English), prepares enrollment summaries, student statistics and presentations for the Site Director and the Assistant Director for Academics, and supports them in the implementation and communication of academic policy and programs. This is a 2-year fixed term role with the possibility of extension. Preferred start date: as soon as possible.

Support for Classes & Lecturers (25%)

• Maintain NYU's electronic course registry.
• Proofread approx. 35 course syllabi per semester.
• Advise lecturers in learning management systems (i.e. NYU's electronic teaching software NYU Brightspace), in the use of audio-visual technology at NYU Berlin, and - if necessary - in hybrid teaching via Zoom.
• Aid the Assistant Director and Academic Coordinator in creating each semester's class schedule and in the efficient allocation of classrooms for each course in each semester.
• Assist in the planning for classroom design and technology.

Academic Support of Students (25%)

• Have check-ins with individual students, in coordination with the Assistant Director and Academic Coordinator.
• Work with NYU's electronic student registry (adhering to data protection and FERPA requirements).
• Assist students with academic related questions.
• Uphold NYU's academic policies and monitor students' progress, including attendance records of students.
• Communicate extra-curricular seminars and information events to students.
• Assist in the provision of academic support to students with disabilities and with accommodations from NYU's Moses Center, such as invigilating students with added exam time.

Administrative (20%)

• Participate in virtual meetings with colleagues from New York and other global sites.
• Provide administrative support to the Assistant Director for Academic Programs, Academic Coordinator and the Site Director.
• Perform office administrative tasks, such as photocopying, scanning, mailing, and filing.
• Preparation of correspondence, memos, surveys (Google Forms) and materials for the Assistant Director, Academic Coordinator and the Director.
• Assist in coordination of faculty visits from New York and other Academic Centers.
• Assist in the search for suitable freelance lecturers.
• Desired: Maintain the NYU Berlin website (NYU's version of CMS).
• Desired: Consult NYU Berlin’s IT person in IT and software issues.

Extra-Curricular & Public Events (20%)

• Help with running extra-curricular seminars.
• Accompany students on extra-curricular day- or overnight trips.
• Edit NYU Berlin publications, posters and presentations.

Library (10%)

• Responsible for managing the NYU Berlin library.
• Maintain and add to the library's electronic catalogue (Mandarin software).
• Liaise with NYU's Global Library Services regarding innovations in ordering books, in library catalogue software, and in further expanding and professionalizing NYU Berlin's library.
• Collect book orders from all lecturers for each semester.

Required Education

• Successful completion of a Bachelor's Degree.

Required Experience

• Experience in producing and editing texts in English (such as handbooks, newsletters, etc.).
• Experience working in an academic environment.

Required Knowledge, Skills, and Abilities

• Fluency in German and English.
• Excellent intercultural and interpersonal communication skills.
• Service excellence and delivery of high-quality solutions.
• Strong ability to prioritize and multi-task with a creative approach to problem solving.
• Genuine interest in getting to know a very diverse set of international students and faculty every semester.
• Ability to organize and execute academic events for up to 100 participants.
• High level of flexibility and attention to detail.
• Strong sense of teamwork as well as the ability to work independently.
• Ability to work on a few Saturdays per year.
• Familiarity with presentation/classroom/office technology.
• Familiarity with macOS, Microsoft Windows, Google Drive, and Microsoft Office.

Required Work permit

• A valid work permit for Germany through the end of the contract.

Preferred Experience, Skills and Abilities

• Previous experience living, working, or studying abroad.
• Genuine interest in getting to know a very diverse set of international students and lecturers every semester.

Please consult NYU’s data processing policies based on the new General Data Protection Regulations (GDPR) that can be found here: 

www.nyu.edu/it/gdpr/prospective-employee.

Shortlisted candidates will be asked to provide two recent references/Arbeitszeugnisse prior to their interview. Candidates must have the unrestricted right to work and live in Germany prior to appointment.

The University is an equal opportunity employer committed to equity, diversity and social inclusion.