Academic Program Assistant (m/w/d)

Maintain NYU's electronic course registry; Proofread approx. 35 course syllabi per semester; Have check-ins with individual students, in coordination with the Assistant Director and Academic Coordinator; Help with running extra-curricular seminars;...

New York University Berlin
Academic Program Assistant (m/w/d)

New York University (NYU) Berlin is seeking a full-time Academic Program Assistant.

About New York University (NYU)

Founded in 1831, New York University is one of the largest and most prestigious private universities in the United States. NYU is based in New York but also operates branch campuses and research programs in other parts of the U.S. and around the world. Since our founding in 1831, NYU’s history has been marked as “open to all”. Now as a university that is in and of the city and in and of the world, we continually strive to foster a dynamic and rigorous teaching and learning environment that represents a diversity of viewpoints. As a community of scholars (faculty, students, and staff) that is inclusive of divergent backgrounds and historically underrepresented groups, NYU engages a diversity of viewpoints, perspectives, and approaches.

About NYU Berlin

NYU Berlin is one of NYU's global study-away sites and provides US and other international students with the opportunity to spend a semester studying in Berlin while earning credits towards their degree. The program is fully integrated into NYU's curriculum and designed for BA students in the social sciences, arts and humanities who want to earn credit in their major - including art, art history, drama, environmental studies, European studies, German, history, math, music, politics, psychology, and sociology - while having a transformative experience abroad. Most courses are taught in English. Seminars and lectures take place at the academic center located in Berlin-Prenzlauer Berg and at NYU Berlin's art and drama studio in Berlin- Kreuzberg. The program size is 120 students per semester, as well as various January Term and Summer Schools.

Position Summary

NYU's Global Programs & University Life organization is committed to being a welcoming campus community that reflects and enacts the values of inclusion, diversity, belonging, equity and accessibility that inform academic excellence. Administrators in this organization are expected to contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty

The Academic Program Assistant position is a full-time position (40 hrs./week) at NYU Berlin’s Academic Center located in the Kulturbrauerei in Prenzlauer Berg, Berlin. The Academic Program Assistant works directly with the Assistant Director for Academic Programs and Academic Coordinator, 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 Academic Coordinator, the Academic Program Assistant 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 Academic Program Assistant 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 an 18-months fixed term role with possibility of extension. Preferred start date: as soon as possible.

Principal Accountabilities

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 NYU students who are taking courses at our partner institution Humboldt University.
• 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.
• Ensure that all course books from overseas are pre-ordered in due time and in the right quantity for each semester.
• Follow up any complaints from students about books not being available.
• Organize tours of Humboldt University's main library for NYU students, and advise students on using this and other Berlin libraries.

Qualifications

Required Education

• Successful completion of a Master’s Degree.

Required Experience

• Work experience in the field of academic administration or equivalent areas.
• Experience in producing and editing texts in English.
• Experience working in an academic environment.

Required Knowledge, Skills, and Abilities

• A valid work permit for Germany through the end of the contract.
• Fluency in English and German.
• Excellent intercultural and interpersonal communication skills.
• Refined writing skills in English.
• Service excellence and delivery of high-quality solutions.
• Strong ability to prioritize and multi-task with a creative approach to problem solving.

Preferred Experience, Skills and Abilities

• Previous experience living, working, or studying abroad (preferably in North America).
• Familiarity with using the facilities of Berlin's universities, particularly Humboldt University.
• Genuine interest in getting to know a very diverse set of international students and lecturers every semester

Additional Information

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.

Please submit your application at the Careers at NYU online application portal.

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