Program Assistant, Academics - NYU Berlin

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.

The Program Assistant, Academics is a full-time position (40 hrs./week) based at NYU Berlin’s Academic Center located in the Kulturbrauerei in Prenzlauer Berg, Berlin. Working closely with the site's academic leadership team, the Program Assistant, Academics helps promote academic services, foster a strong sense of community for students and faculty, and provides comprehensive operational support. Key responsibilities include assisting with the execution of the student academic orientation program, supporting the planning of extra-curricular activities, tracking student progress in alignment with NYU policies, and addressing routine academic inquiries. Additionally, the role involves operational support to lecturers regarding university systems and academic culture, assisting the Site Director with administrative tasks, and helping produce written academic communications and documentation. This is a 2-year fixed-term role with the possibility of extension. This is a 2-year fixed term role.

Support of Classes & Lecturers (30%):

• Maintain and update information within NYU's electronic course registry.
• Provide technical guidance and troubleshooting to faculty regarding learning management systems (NYU Brightspace), classroom audio-visual technology, and Zoom.
• Help proofread 30 to 40 course syllabi per semester.
• Support the department with semester course scheduling and the allocation of classroom spaces.
• Assist in the processing of student evaluations of courses.

Academic Support of Students (30%):

• Conduct routine individual student check-ins under the direct guidance of the Coordinator of Academic Services.
• Input and maintain student data within NYU's electronic student registry, strictly adhering to EU GDPR and US FERPA regulations.
• Assist students with academic-related questions.
• Uphold NYU's academic policies and monitor students' progress, including tracking attendance records.
• Assist with integrating visiting students into NYU systems and programs.
• Provide logistical support for student accessibility accommodations, collaborating with NYU's Moses Center to set up test rooms and invigilate exams.
• Accompany and supervise students on extra-curricular trips and excursions.

Administrative Support (30%):

• Gather information on potential exchange opportunities and avenues for cooperation with local universities.
• Assist with the coordination of faculty visits from New York and other Academic Centers.
• Update and format the academic sections of the NYU Berlin website using the university's Content Management System (CMS) with the help of other staff.
• Draft and submit academic-focused content for the Berliner Brief newsletter and official Instagram account.
• Facilitate the execution of extra-curricular activities and assess whether additional events are needed in response to student requests or current developments.
• Provide day-to-day administrative support to the broader Academics Team and perform essential office tasks, including photocopying, scanning, mailing, and digital archiving.

Library (10%):

• Oversee the daily operations of the NYU Berlin library space, including book circulation and shelving.
• Log and update holdings within the library's electronic catalog system (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 and organize course book orders from faculty ahead of each academic semester.

Required Education
Successful completion of a university degree.

Required Experience
Work experience in a research/academic environment, incl. internships and student worker positions.

Required Knowledge, Skills, and Abilities
Fluency in German and English.
Ability to interact confidently with students, faculty, and high-level administrators, and address groups of up
to 100-150 people.
Excellent intercultural and interpersonal communication skills.
Ability to work independently while remaining a collaborative team player.
Dedication to service excellence, high-quality solutions, and strong attention to detail.
High level of flexibility, including the ability to work a few Saturdays per year.
Familiarity with presentation/classroom/office technology.
A strong commitment to accessibility, diversity, equity, inclusion, belonging, and sustainability.

Familiarity with macOS, Microsoft Windows, Google Suite, 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 (preferably within the context of U.S. universities).
Genuine interest in getting to know a very diverse set of international students and lecturers every
semester.
Experience in producing and editing texts in English (such as handbooks, newsletters, etc.).
Familiarity with Adobe Creative Suite (e.g. InDesign).

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.

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