Center Operations Coordinator - Center for Smart Engineering Materials (CSEM)

Position Summary

Job Responsibilities

• Play a central role in monitoring, managing, and facilitating the overall operation and effective functioning of the Center
• Close oversight of budget planning and expenditure to ensure that financial resources are allocated appropriately, efficiently, and in alignment with project priorities and institutional guidelines
• Manage the scheduling and coordination of meetings, workshops, and other Center-related activities, ensuring that timelines are met and scheduling conflicts are minimized
• Supervise administrative processes related to procurement and travel, including purchasing equipment, processing reimbursements, and organizing travel logistics for faculty, researchers, and visiting collaborators
• Support and coordinate recruitment processes for researchers, postdoctoral fellows, and students, ensuring smooth onboarding and compliance with institutional policies
• By maintaining clear communication across all stakeholders and proactively addressing potential issues, the Coordinator will help ensure the seamless day-to-day operation of the Center
• Essential for promoting efficiency, maintaining organizational coherence, optimizing resource utilization, and minimizing disruptions related to scheduling, hiring, travel, and administrative procedures
• Liaise closely with the Center’s leadership, researchers, administrative staff, and the Institute to ensure effective and well-structured communication across all levels of operation. This will be achieved through a combination of in-person interactions, regular (e.g., weekly) coordination meetings, virtual meetings, email correspondence, and messaging platforms
• Strong communication skills—both written and verbal—are essential for ensuring that all exchanges are timely, accurate, and professional
• Responsible for maintaining clear communication channels, facilitating the efficient flow of information, and ensuring that key messages are conveyed promptly and appropriately to all stakeholders
• This liaison role is central to the successful operation of the Center, as it minimizes delays, prevents miscommunication, and supports coordinated decision-making
• By ensuring that information is shared efficiently and reliably, the Coordinator will help maintain continuity, responsiveness, and the overall smooth functioning of the Center.
• Responsible for preparing a range of reports as required by the NYUAD Institute, as well as by external stakeholders and sponsors
• Collect relevant information on a regular (e.g., monthly) basis, compiling and organizing the data, incorporating budgetary details, and ensuring that all reports are clear, accurate, and compliant with the specified guidelines and requirements
• Ensure consistency in formatting, clarity in presentation, and alignment with institutional and sponsor expectations
• Reporting is a critical component of the Center’s operations, as it provides transparency, accountability, and insight into the Center’s activities and performance
• High-quality reporting not only supports informed decision-making but also plays a key role in demonstrating impact, sustaining funding, and accurately reflecting the Center’s achievements and operational progress
• Oversee scheduling and calendar management for the Center’s faculty and researchers, proactively identifying and resolving potential conflicts to ensure efficient use of time. They will be responsible for organizing and coordinating meetings, workshops, and other Center-related activities, ensuring that all participants are informed and that arrangements run smoothly
• Effective scheduling is a critical component of the Center’s operations, as it supports timely communication, coordinated decision-making, and the overall efficiency of research activities
• Maintain clear and structured scheduling processes to minimize disruptions and ensure seamless day-to-day functioning
• Manage all aspects of work-related travel for Center members. This includes arranging transportation, coordinating visa-related processes, and booking accommodation
• Work closely with NYUAD’s designated travel agent to streamline logistics, ensuring that faculty and researchers can focus on the scientific and professional aspects of their engagements, such as conferences and collaborative visits, without being burdened by administrative tasks
• Provide comprehensive support in scheduling and travel coordination, the Coordinator will play a key role in enhancing productivity, reducing administrative overhead, and ensuring a smooth and professional experience for all Center members
• Play an active role in the planning, organization, and execution of scientific events, including workshops, seminars, and conferences. This includes supporting the preparation and submission of event proposals to the Institute, as well as coordinating all stages of event organization from initial planning through to post-event follow-up
• Manage event promotion, including web-based advertisement and outreach, to ensure strong visibility and participation
• Oversee participant registration processes, coordinate communication with speakers and attendees, and assist in the preparation of event materials such as programs, schedules, and abstract books
• Provide on-site support during events, ensuring smooth execution of logistics, troubleshooting any issues, and maintaining a professional and welcoming environment for participants
• Work closely with students involved in event organization, providing guidance and coordination to ensure effective teamwork
• Liaise with the designated travel agent to arrange travel and accommodation for invited speakers and guests, and will oversee all logistical aspects, including venue arrangements, technical requirements, and scheduling
• Ensure that all events organized by the Center are executed efficiently, professionally, and to a high standard

Required Education

• Bachelor's Degree in science and engineering

Required Experience

• 2+ years with administration and managing a group, including good time-management, communication skills, and problem-solving skills
• 1+ years previous experience with working in academic or industrial research lab will be given priority
• Previous administrative experience in a reputable institution is compulsory
• Excellent communication and writing skills
• Correct usage of technical terminology
• Flexibility with professional communication and good interpersonal skills
• Good command of spoken and written English
• Excellent problem-solving, time-management, team-working and verbal and written communication skills
• Ability to interact and work under short deadlines

Additional Information