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About the Role

The Program Assistant, Operations provides comprehensive administrative and operational support for NYU Berlin’s Operations, Student Life, and Academics teams, managing day-to-day office work and supporting staff and lecturers in the use of in-house technology. This role ensures the smooth operation of the site and successful delivery of all programming within a vibrant and diverse higher education environment. This is a 2-year fixed-term position.

Responsibilities

Assist lecturers and staff with AV set-ups and minor technical issues.
Communicate work orders and pending repairs to Facility Manager and/or vendors to ensure timely completion.
Support the Operations Team in maintaining accurate inventory lists for three facilities.
Prepare and maintain required documentation for scheduled maintenance, purchases, and bookkeeping.
Occasionally attend maintenance appointments.
Perform other duties as assigned by the Operations Manager and the Site Director.
Maintain office supply inventory, files and records, and internal and external mailing lists.
Manage and route mail, phone, and email correspondence.
Assist in the scheduling of NYU Berlin’s classroom and workspace occupancy.
Coordinate the rental of equipment such as locker keys, phones, and AV equipment.
Direct students, faculty, and guests to the appropriate contacts.
Conduct daily classroom rounds to ensure readiness, cleanliness, and equipment functionality.
Perform general office clerk duties and errands.
Assist in making bookings and reservations for events, class trips, and student excursions.
Accompany students on extra-curricular excursions, focusing on logistical and administrative aspects.
Provide logistical support during meetings or special events, including catering and room set-up.
Collaborate with the Program Administrator in the implementation of conferences and academic workshops.

Requirements

Minimum of 2-year experience in administration or equivalent areas.
Previous experience living, working, or studying abroad (preferably in North America).
Ability to work on Saturdays.
Familiarity with presentation/classroom/office technology.
Familiarity with macOS, Microsoft Windows, Google Suite, and Microsoft Office.
A work permit for Germany valid through July 2028.
Unrestricted right to work and live in Germany prior to appointment.
Provide two recent references/Arbeitszeugnisse prior to interview.

Skills

Outstanding German and English language skills (bilingual preferred).
Excellent intercultural and interpersonal communication skills.
Refined writing skills (in both English and German).
Service excellence and professional demeanor.
Strong ability to prioritize and multi-task.
Creative, positive, and proactive approach towards problem solving.
High level of flexibility and attention to detail.
Strong sense of teamwork.
Ability to work independently.
Strong sense of curiosity about the US education system and higher education.
Experience with Adobe Creative Suite (preferred).
Commitment to the values of accessibility, diversity, equity, inclusion, belonging, and sustainability (preferred).

Location

Prenzlauer Berg, Berlin
Kreuzberg, Berlin

Work Type

Full-time
Fixed term

Experience Level

2 years experience in administration or equivalent areas
Previous experience working in an academic and service-oriented environment (preferred)

Education Level

Bachelor’s degree

Benefits

Mentoring and regular one-on-one meetings with supervisor(s).
Opportunity to be an integral part of a dynamic and growing program.
Rewarding and empowering work experience.
Opportunities for additional learning and development.
Regular workshops.
Access to professional development platforms.
Opportunities to acquire transferable skills.
Opportunities to advance within the organization.

About the Company

NYU Berlin operates within the context of higher education.
NYU is the largest university study abroad provider globally.

Equal Opportunity

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.