Research Appointment Specialist - Office of Academic Appointments (Fixed-Term for 3 years)

Position Summary

Applications are welcome from all qualified candidates. In line with UAE regulations, Emirati candidates are encouraged to apply.

New York University Abu Dhabi (NYUAD) seeks to appoint a Research Appointment Specialist reporting to Associate Director, Research Appointments.

The Research Appointment Specialist will be supporting the Office of Academic Appointments in all HR and administrative tasks related to researcher appointments in NYUAD. This includes contract management, end-to-end recruitment, and other HR tasks as assigned. The Research Appointment Specialist, reporting to the Associate Director of Research Appointments, manages the scheduling and administrative aspects of research appointments. Key duties include coordinating appointment logistics, overseeing researcher onboarding, maintaining accurate records, and ensuring compliance with institutional requirements. The role involves providing administrative support, facilitating effective communication among stakeholders, and identifying process improvements to enhance operational efficiency. The position requires strong organizational skills and attention to detail, with a background in research administration being advantageous. Serve as the primary liaison for Deans and faculty by integrating within each division on a weekly basis to ensure seamless communication and efficient management.

Key Responsibilities

• Support the Associate Director of Research Appointments in managing the end-to-end recruitment process, including advising on recruitment issues and strategies, ensuring all job descriptions used in postings are accurate and up-to-date, and acting as the primary contact with hiring managers to facilitate this process. Coordinate with the Recruitment team, HR Business Partners and Divisional managers/Directors to obtain updated job descriptions when necessary. Initiate and track the security clearance process for candidates and monitor for any approvals. Serve as the primary liaison for Deans and faculty by integrating within each division on a weekly basis to ensure seamless communication and efficient management.
• Maintain and update information about the status of job requisitions and applicants in the applicant tracking systems (Interfolio) and other Human Resource Information Systems. Prepare reports, including monthly, annual and ad hoc status reports confirming headcount projections and activity status. Create tracking sheets to maintain and track all the other HR activities and provide status reports as needed.
• Serve as the primary contact for new hire orientation and manage all aspects of the early onboarding process, including ensuring the accurate completion of all new hire paperwork, and other documentation. Distribute acceptance emails and any updates relating to researchers to all onboarding stakeholders.
• Prepare and send orientation schedule to the candidate and those concerned on time. Arrange name badges for all Research Support group prior to their start date. Organize and maintain personal folders in the network drive according to set standards (naming convention, folder order).
• Prepare and manage the process relating to offer and renewal letters, promotion letters, etc. Ensure prompt notifications and follow up emails are sent to hiring managers related to the employment / contract status of the Research Support group. Ensure and facilitate approvals related to status changes for any employee funded from research grants.
• Any other ad-hoc requirements, as required.

Required Education

• Bachelor's degree in Administration or Similar.

Preferred Education

• Master's degree in Administration or related field.

Required Experience

• 7+ years experience in a similar position.
• Excellent organizational skills (time and task management).
• Attention to details.
• Excellent communication and interpersonal skills.
• A capacity to work within complex organizational structure, being customer facing and quality of service oriented.
• Be professional, resourceful and able to contribute effectively in a team environment showing mid-level leadership capabilities, having exceptional discretion, confident communications skills.
• Computer and technical skills (MS Office).
• Proactive, flexible and adaptable.
• Capable of multi-tasking.
• Good analytical and numeracy skills.

Preferred Experience

• CIPD certification or similar.
• Knowledge of UAE labour laws.