Program Assistant, Academics (m/f/d)

New York University (NYU) Berlin is seeking a full-time Program Assistant, Academics for the Academic Center, located in the Kulturbrauerei in Prenzlauer Berg, Berlin.

POSITION SUMMARY

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. Preferred start date: as soon as possible.

PRINCIPAL ACCOUNTABILITIES

Support for Classes and 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 (30%)

• Facilitate the execution of extra-curricular activities and assess whether additional events are needed in response to student requests or current developments.
• 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.
• 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.

POSITION QUALIFICATIONS

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).

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.
• Free, 24/7 AXA Employee Assistance Program (EAP) providing confidential personal, financial, and legal advice via phone, chat, or app.
• Staff kitchen with free coffee, tea, and healthy snacks, supplemented by regular catered lunches and pastries during events.
• Frequent opportunities for team bonding through semi-annual celebrations and dinners.

About New York University

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. 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 within the complex of the Kulturbrauerei in Prenzlauer Berg and at NYU Berlin's art and drama studio in Kreuzberg. The program size is 100 students per semester, as well as various January and summer programs.

Additional Information

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.

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.