Academic Program Assistant – NYU Berlin

Job title: Academic Program Assistant – NYU Berlin

Company: New York University

Job description: 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 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, 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: January 2022.

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 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.
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.
Collect and communicate the required course literature for each class to the students of the following semester in advance of their arrival.
Assist in the provision of academic writing support (in person and online).
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 and the Site Director.
Perform office administrative tasks, such as faxing, photocopying, scanning, mailing, and filing.
Preparation of correspondence, memos, and materials for the Assistant Director 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).

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.


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:

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.

Expected salary:

Location: Berlin

Job date: Sun, 21 Nov 2021 06:25:33 GMT

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