Operations Manager, Engineering Division
New York University Abu Dhabi
Total years of experience :23 years, 8 Months
• Manage all operations for the Engineering Division in the areas of Finance, Budget and Academic & Curricular Administration alongside the Associate Director of Operations & Administration. Structure the annual budget after researching current spending allocations. Oversee the financial operations; approve purchases up to $3, 000. Provide quarterly budget reports to the Associate Director of Engineering to enable adjustments for fluctuating needs.
• Manage faculty recruitment for the division and facilitate candidate evaluations. Manage and collate curricular documentation for ABET and CAA accreditation renewals. Manage faculty evaluations, reporting and archives.
• Train and oversee Program Coordinators. Develop standard operating procedures.
• Develop dynamic divisional communications alongside the Associate Director of Strategic Planning. Web management and updates for all projects, programs and symposiums for the division. Oversee ad direct design assignments for the Programs. Develop and design all collateral for the division (conferences, symposia and Capstone Festivals).
• Monitor, track and analyse the divisions budget. Administer petty cash outlays. Provide quarterly reports to the Associate Director of Engineering to enable budget adjustments for fluctuating needs. Division liaison for all procurement and finance for faculty, researchers and staff; responsible for tracking all financial activities; and ensure all faculty, researchers and staff are up to date on policies.
• Manage space assignments for faculty and researchers. Conduct students, researchers, and graduate student orientation and onboarding. Coordinate logistics and scheduling for faculty candidate interviews.
• Manage logistics for seminar series held throughout the academic year. Organize logistics for large scale events such as the Capstone Festivals and Off-site Divisional retreats.
• Administer course evaluations and teaching load reports.
Key Accomplishments:
• Prepare brochures, flyers and booklets including graphic elements for seminars, 0Capstone Festivals, Graduate Candidate Weekend.
Reporting to the Director of Campus Life Assessment & Strategy
Special Projects and Contributions
• Processing hiring requests and payroll for student employment program spearheaded by the Career Development Center.
• Administration and processing of ‘Leave of Absence’ requests and returns for students
• Supported the 'Guest Travel Assistance' program in 2014, 2015 and 2016. Liaison between students’ guests and travel agent; processing travel, visa and accommodation bookings for graduation week
• Administration of information dashboard for the Office of Community Life, used to generate participation and impact statistics for various reporting
• Oversight and mitigation of risk across division services in coordination with the Office of Enterprise & Risk Management
• Served as a member and administrator of the 'Campus Life Professional Development Committee'
• Generated various communications designs (roll-ups, posters, calendar of events, info graphics)
Finance and Budget Management
• Monitor the division’s professional development budget at macro and micro levels, from overall spending projections to detailed record keeping of expenditures across various departments.
• Process and follow up on a high volume of invoices in timely manner
• Support annual budget request proposals
Travel and Event Production
• Schedule travel for key-note speakers for various events
• Support visitors while in residence working on an exhibition or related event
• Support and help produce events, liaising with catering and public safety, for events related to the Campus Life activities, such as Parent Marhaba (event for incoming students families), public talks, VIP tours, corporate retreats networking events, etc.
Administration
• Primary administrative support for the Director of Campus Life Assessment & Strategy and Office of the Dean
• Supervise intern and temporary staff as needed
• Serve as a liaison and coordinate as needed between other university offices in Abu Dhabi and globally
Reported to the Director of Fitness & Wellness
Operations and Administration
• Prepare and established policies and guidelines for the operations of the department.
• Managed office coverage and staff work and vacation schedules
• Maintain records of footfall traffic of both fitness facilities; to generate participation and impact statistics for various reporting
• Create online ‘Personal Training’ booking system using Google appointment slots
Budget Management, Finance and Procurement
• Planning and preparing budget forecasts for academic years 2012 to 2016
• Budget management; scheduling expenditures; monitoring costs; analyzing variances for transactions made via procurement, petty cash purchases and department purchase card.
• Coordinate and communicate with the Procurement and Finance departments for all purchases made for the center for equipment and services.
Event Production
• Plan and program various fitness challenges and open-house event
• Coordinated regional and international student trips; including travel, accommodation, training etc.
• Design t-shirts and flyers for challenges, posters for the bulletin boards.
Special Contributions
• Assisted the Dean’s Office with communications for the incoming class of 2016 and 2017
Reported to the Sr. Marketing Manager and Sr. Communications & Fundraising Manager
• Supported the Commercial Marketing, Communications & PR, Events and Sponsorship teams
• Processed procurement of all marketing material and services for exhibitions and projects
• Monitored department budget on a monthly basis
• Maintained supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies and recording all activity.
• Maintained records of media communications and press releases
• Prepared marketing reports by collecting, analyzing, and summarizing sales data
• Providing assistance in terms of logistics to events like seminars and trade shows
• Prepare standard and routine reports, presentations, memorandums, letters, meeting agendas, and minutes of meetings
Reporting to the General Manager and Visitor Services & Hospitality Manager (Saadiyat Experience Center)
• Petty Cash management and budget reporting and reconciliation
• Managed and coordinated procurement of hospitality and exhibition utilities for the experience center as well as office equipment, HSE consumables, pantry consumables and AV assets
• Event management - AV, catering, flowers, Arabic hospitality and logistic support
• Manage office administrative functions (office support & drivers - managing rotas and leaves, organizing transportation to and from accommodation, assigning tasks to Office Assistants)
Reported to the Vice President of Technical Services
• Assisted in development and maintenance of the company’s website and intranet
• Provided support for the online Help-Desk to ensure efficient handling and processing of IT queries
• Lead administrator of the Document Management System (DMS)
• Perform scheduled Internal Audits (IRCA certified BVQI Internal Auditor)
• Submit and track Purchase Requisitions for IT peripherals
Reported to the Vice President of Human Resources
• Provide confidential secretarial and administrative support to the VP, Human Resources
• Developed forms to ease out and regulate interactions between the company and the employees
• Interviewed potential candidates for vacancies/ leave replacements
• Coordinated trainings, meetings and seminars
• Supported employee mobility and immigration services
• Coordinated business travel arrangements for employees
Took up various temporary assignments to gain working knowledge:
• Provide Sales and Administrative Support
• Coordinate with Principal, Parent Company, Vendors and Suppliers
• Handle Administrative work - acquiring work permits and security passes
• Maintain and update employee personnel files
• Arrange meetings and appointments
• Generate reports on personal leave, salary payments, etc.
• Manage personnel files
• Designed and edited company profile & logos for the organization
• Layout design for company flyers used for advertising campaigns