Program Assistant, Operations

The position of Program Assistant, Operations is a full-time position (40 hrs./week) at NYU Berlin’s facilities located in Prenzlauer Berg and Kreuzberg, Berlin. The position is anchored in a vibrant and diverse professional environment in the context of higher education. The Program Assistant, Operations provides comprehensive administrative and operational support for NYU Berlin’s Operations, Student Life, and Academics teams and manages day-to-day office work. Moreover, the Program Assistant supports staff and lecturers in the use of in-house technology. They work closely with members of the NYU Berlin team to ensure the smooth operation of the site as well as the successful delivery of all programming. 

NYU is an Equal Opportunity Employer and is committed to a policy of equal treatment and opportunity in every aspect of its recruitment and hiring process without regard to age, alienage, caregiver status, childbirth, citizenship status, color, creed, disability, domestic violence victim status, ethnicity, familial status, gender and/or gender identity or expression, marital status, military status, national origin, parental status, partnership status, predisposing genetic characteristics, pregnancy, race, religion, reproductive health decision making, sex, sexual orientation, unemployment status, veteran status, or any other legally protected basis. All interested persons are encouraged to apply at all levels.

Operations & Purchasing (40%)

• Assist lecturers and staff with AV set-ups and minor technical issues.
• Communicate work orders and pending repairs to Facility Manager and/or vendors, in support of Operations Manager to ensure timely completion.
• Support the Operations Team in maintaining accurate inventory lists for three facilities.
• Support departmental compliance by accurately preparing and maintaining required documentation for scheduled maintenance, all purchases, and general bookkeeping.
• Occasionally attend maintenance appointments.
• Perform other duties as assigned by the Operations Manager and the Site Director.

Office Management & Administrative Support (40%)

• Maintain office supply inventory, files and records, and internal and external mailing lists.
• Manage and route mail, phone, and email correspondence.
• Assist in the scheduling of NYU Berlin’s classroom and workspace occupancy.
• Coordinate the rental of equipment (e.g. as locker keys, phones, and AV equipment).
• Direct students, faculty, and guests to the appropriate contacts for specific questions.
• Conduct daily classroom rounds to ensure readiness, general cleanliness, and proper functionality of all equipment.
• Perform general office clerk duties and errands (e.g., post office visits).

Support for Events, Orientation, Conferences, Summer Programs, and J-Terms (20%)

• Assist in making bookings and reservations for events, class trips, and student excursions.
• Occasionally accompany students on extra-curricular excursions, with a specific focus on the logistical and administrative aspects.
• Provide logistical support during meetings or special events (e.g., catering, room set-up) in collaboration with team members and vendors.
• Collaborate with the Program Administrator, Global Research Initiatives in the implementation of conferences and academic workshops.

Required Education

• Successful completion of a Bachelor’s degree.

Required Experience

• Minimum of 2-year experience in the field of administration or equivalent areas.
• Previous experience living, working, or studying abroad (preferably in North America).

Required Knowledge, Skills, and Abilities

• Outstanding German and English language skills (bilingual preferred).
• Excellent intercultural and interpersonal communication skills.
• Refined writing skills (in both English and German).
• Service excellence and professional demeanor when interacting with a diverse body of students, lecturers, staff and external vendors.
• Strong ability to prioritize and multi-task with a creative, positive, and proactive approach towards problem solving, sometimes under tight deadlines.
• 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.
• Strong sense of curiosity about the US education system and higher education in general.
• Familiarity with presentation/classroom/office technology.
• Familiarity with macOS, Microsoft Windows, Google Suite, and Microsoft Office.

Required Work permit

• A work permit for Germany valid through July 2028.

Preferred Experience, Skills and Abilities

• Previous experience working in an academic and service-oriented environment.
• Genuine interest in getting to know a very diverse set of international students and faculty every semester.
• Experience with Adobe Creative Suite.
• Commitment to the values of accessibility, diversity, equity, inclusion, belonging, and sustainability.

Additional Benefits

• Mentoring and regular one-on-one meetings with supervisor(s).
• An exciting opportunity to be an integral part of a dynamic and growing program of the largest university study abroad provider globally.
• Rewarding and empowering work experience that offers great opportunities for additional learning and development, including regular workshops and access to professional development platforms.
• Opportunities to acquire a large number of transferable skills and to advance within the organization.

Position available immediately. 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.