Academic Appointment Associate, Faculty Affairs / 教师事务部师资聘任助理

Academic Appointment Associates are key members of the Academic Appointment Center overseen by the Office of Faculty Affairs. Academic Appointment Center is responsible for faculty recruitment, hiring & reappointment, offer letter, C&B, leave & relief, and global exchange programs. The Associates will each be responsible for a concentration. They will also collaborate with one another in team projects and cross-train in other areas to create a structure that can both address standard cases quickly and solve complicated queries effectively.

The Associate assists the Assistant Director of the Center and the Specialist in hiring teaching & research support personnel (especially student programs) and appoint honorary positions. S/he facilitates the hiring paperwork preparation and archiving, database update, and report production. S/he also works with the Assistant Director and the Specialist to improve the current procedures and search for new solutions for existing problems or new challenges.

The main responsibilities include:

Student Non-Employment Teaching and Research Assistance Program Management (60%) and Honorary Appointment Management (20%)

Assist the Assistant Director and the Specialist in overseeing the special teaching and research support programs for Deans, Faculty PIs and Research Centers: Academic Student Worker, Academic Intern, Visiting Student, Visiting/Affiliated Scholar and remote Research Collaborator.

• Academic Student Worker

  • Manage and update Guidelines, SOP and Templates for Academic Student Worker (teaching support & research support);

  • Manage JD review (to ensure its completeness & no Conflict of Interests in duties) and posting on Handshake;

  • Manage eligibility check (academic performance, working hour distribution, etc.) for applicants;

  • Provide summary of undergraduate Academic Student Worker hiring details to Workday Management team for online registration/hiring;

  • Prepare Student Worker offers (for graduate students serving as TAs and graders);

  • Maintain Academic Student Worker databases and personnel folders;

  • Participate in Career Development Center involvement fairs as needed.

• Academic Student Intern

  • Manage and update Guidelines, SOP and Templates for Academic Intern (teaching support & research support);

  • Manage JD review and work with HR to post advertisements on various platforms;

  • Collect hiring materials and prepare Internship Agreements;

  • Maintain Academic Intern database and personnel folders;

  • Provide summary of Academic Intern hiring details to Workday Management team for online registration/hiring;

  • Coordinate Academic Intern on/off-boarding logistics preparation.  

• Visiting Student

  • Manage and update Guidelines, SOP and Templates for Visiting Student;

  • Assist with the application and seek leadership approval;

  • Coordinate with the Registrar on enrollment & the Student Mobility Office on student visa application (if needed);

  • Prepare Admission Notices;

  • Maintain Visiting Student database and personnel folders;

  • Coordinate Visiting Student on-boarding logistics preparation (campus card, etc.).

• Visiting Scholar, Affiliated Scholar and Research Collaborator

  • Manage and update Guidelines, SOP and Templates for Visiting Scholar/Research Collaborator;

  • Assist with the application and seek leadership approval;

  • Prepare Visiting/Affiliated Scholar appointment offers and Research Collaboration Agreements & IT Use Forms;

  • Maintain Visiting/Affiliated Scholar and Research Collaborator database and personnel folders;

  • Coordinate with operational departments on online hiring and on/off-boarding logistics support.

Ad Hoc Support and Collaborations (20%)

• Collaborate closely with other colleagues of Academic Appointment Center and Faculty Services Center to support team projects, and in times of low workload be prepared to support others’ overload needs;

• Acquire professional knowledge in higher education industry and general HR management, and complete institutional research projects as assigned by the Center Head; 

• Acquire general working knowledge of the duties covered by Faculty Services Center include but not limited to:

  • Finance payment reports preparation and budget management;

  • Travel arrangement and guest services;

  • Event organization and promotion.

• Liaise with other operational departments (Finance/HR/Program Management/IT) and academic administrations (Office of Research/Academic Affairs/Registrar) to complete interdepartmental tasks and projects;

• Liaise with Legal, Compliance, and Leadership (as needed) to resolve special cases in violation of rules or policies.

Required Education

• Bachelor’s degree (master’s degree preferred).

Required Experience and Skills

• Administrative experience (including internship) in international or multicultural institutions;

• Good attention to details;

• Good data literacy and databases management skills;

• Good organizational, problem-solving and interpersonal communications skills;

• Good team-working and coordination skills;

• Ability to maintain confidentiality when working with sensitive information;

• Ability to maintain high integrity of values and institutional virtues;

• Proficiency in Microsoft Applications, Google Docs/Apps;

• Fluency in spoken/written English & Mandarin.

Preferred Experience and Skills

• Previous experience and skills in education administration and/or HR affairs;

• Previous experience and skills in statistical and information system tools.

About NYU Shanghai

NYU Shanghai is China’s first Sino-US research university and the third degree-granting campus of the NYU Global Network. We were founded in 2012 by New York University and East China Normal University with the support of the city of Shanghai and the district of Pudong. NYU Shanghai seeks to cultivate globally-minded graduates through innovative teaching, world-class research, and a commitment to public service. 

NYU Shanghai is an equal opportunity employer committed to equity, diversity and social inclusion. We are proud of its diverse and talented staff members, who work together to build and sustain this unique and pioneering institution of higher education in China. 

For more information about NYU Shanghai, please visit https://shanghai.nyu.edu. You can also follow our official WeChat Account: NYUShanghaiRecruit for more updated news.