Administrative Assistant
New York University Abu Dhabi
Total years of experience :16 years, 0 Months
Offer dedicated support in all hiring and administrative tasks related to Researcher -appointments in NYUAD.
Key Responsibilities:
Organize and maintain personal folders in the network drive according to set standards (naming convention,
folder order); maintain an up to date hiring tracking sheet.
Prepare and submit the Google form for Security Clearance intake and monitor the sheet for any approvals.
Distribute acceptance emails to all the interested parties, prepare and send orientation schedule to the
candidate and those concerned.
Initiate contract renewals in time, and assist in drafting offer and renewal letters, promotion letters, Visiting
Scholar letters etc.
Arrange Name badges for all Researchers prior to their start date, generate work email using the NYUAD
Onboarding Form and ensure Outlook access for all new Researcher staff.
Responsible for data input on Workday, pertaining to academic appointment details of new joiners, with
atmost attention to detail.
Responsible for creating and posting job adverts on NYUAD Career page, for all Post-Doctoral and Research
appointment vacancies using the Interfolio content management system.
Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying
solutions.
Assist in any other ad hoc requirements, as required.
Proactively identify, source and review resumes and credentials for appropriateness of skills, experience and knowledge in relation to position requirements, utilizing a variety of recruitment channels for the \[IQ\] operational divisions
Compliance screening of candidates’ applications, Qualification and registration verification of candidates with relevant professional bodies.
Arranging pre-engagement clinical assessments with \[IQ\] Training Division. Arrange and participate in interviews of candidates in liaison with HR department and divisional needs.
Ensuring individuals are properly engaged on standard contractor terms and appropriate call down notices are issued for deployment of specific projects.
Liaise with HR and Contract Management to ensure appropriate sub-contractor’ timesheets and payroll records are maintained.
Ensure certificates, registrations and licenses are up-dated periodically.
Prepare and update recruitment tracker to monitor open positions, search status, credentials, references, etc.
Reports regularly on open positions, time to fill, retention, resources used to fill, etc.
Provide regular mail shot updates to database personnel.
Provide support and guidance to managers on best practice and compliance with legislation regarding recruitment and selection
Liaise with divisional Directors and Contract Management for future divisional manpower requirements.
Highly responsible for recruiting and hiring activities related to new hires and filling nursing vacancies within Inpatient Units - Acute and Critical Care settings clinical service lines.
Key Responsibilities:
Successfully managed full recruitment cycle process which includes the hiring approval, sourcing, pre-screening,
interviewing, selection, checks on accuracy and completeness of new-hire paperwork prior to hiring right fit nursing
candidates. Extended employment offers and contracts to successful candidates, managing job offers including
negotiations and administration.
Develop job descriptions and job candidate profiles; align nursing candidates as per job profiles with staffing objectives
and workforce planning.
Highly involved in implementing workforce planning, retaining candidates, and to source and fill vacancies upon
resignation/terminations.
Prepared dashboards; supported in high level reporting of all pre/post hires with regards to the hiring and recruitment
progress on a weekly basis.
Maintained direct communication in a timely fashion, for both Internal Hiring Managers and agency/direct hired nursing
applicants, very closely liaising with CCAD International Mobility Team upon candidate mobilization; monitoring and
applying HR best recruitment practices and timeframes.
Maintained and updated Applicant Tracking System (ATS) on a regular basis, also with key emphasis on Retention Pool
development in the Clinical recruiting space.
Responsible for maintaining the integrity of all HR employment policies and procedures in a manner that supports
Organisation mission, vision and values. Committed to project excellence and completion, and respects confidentiality of
all business matters.
Created/closed Clinician positions on Tawteen Council portal, attended TAWDHEEF job fairs on the company’s behalf,
talking with UAE National graduates and job seekers.
Assisted other staff within Clinical Recruitment team on projects and tasks as assigned.
Provided administrative support and secretarial duties to the Organizational Effectiveness and Engagement department; working under the direct supervision of Department Director.
Key Responsibilities:
Prepared dashboards, performed data analysis of year trends revolving Caregiver Engagement in CCAD either through CCAD Gallup studies or Quarterly/Yearly Pulse checks & survey reports.
Was highly responsible for successful implementation and administration of Engagement Program Initiatives e.g: Quarterly Excellence Awards, Annual Caregiver Event, 360 Stepping-Up Program for Leaders etc. in coorporation with Communication and Marketing Team in CCAD
Provided administrative support and event logistics coordination for the successful implementation of leadership programs at CCAD.
Provided meeting assistance including scheduling, ordering and maintaining supplies/equipment, and creating event collateral that resulted in effective program administration.
Event management and coordinated logistics for all CCAD Caregiver events (including selecting meeting sites and venues; determining meeting space, audio-visual and food and beverage needs; assisted with contract processing; and serving as the onsite contact and troubleshooter) resulting in satisfied participants, and team members.
Prepared purchase requisitions through CCAD SCM system software (LAWSON) for all acquired dept. collaterals, resulting in compliant financial processes and efficient program operations.
Generated performance appraisal reports and mainitained tracking systems for caregivers nearing probation completion using CCAD Performance Management Systems (MAWARED)
Served as a liaison between departments and others within and/or external to Human Resources and CCAD
Supported other general office functions, such as greeting office visitors, accepting mail and package deliveries, maintaining supply inventories, resulting in efficient, effective HR operations.
Sourced profiles, initial screenings, scheduling interviews, preparation of offer letters and compensation break ups
•Successfully on-boarded new employees into the region by ensuring accuracy and consistency in delivery.
•Responsible for all new joiner mobilizations, this will include all administrative tasks associated with mobilizations (accommodation, flights, air shipment, request new hire forms from new joiner etc.) as applicable
• Coordinated employee processing including visas, transportation, terminations, transfers, leave and attendance records, payroll inputs, maintenance of personal files etc...
• Prepared employment contracts, salary increase, Increment letters, Salary transfer and all official documents.
•Designed a structured induction program for all new joiners and responsible for their orientation and induction. Prepared welcome pack for all new hires
•Administrations of the probationary review process, assisted with administration of the company HR systems such as the Attendance System, designed user-friendly forms for company use, and implemented Applicant Tracker sheets to showcase daily/monthly work-in-progress.
•Updated fields for employee payroll and self-service using Oracle Human Resources User Interface
• Handled employee grievances, mentoring and counseling employees, and all audit and statutory requirements relating to the HR department.
Key Responsibilities:
• Responsible for the controlled movement of about 60 GHQ Military Ranked Officers daily in the Centre for Assessment and Leadership Training through a system that included approximately 7 separate classroom locations and multiple physical training activities • Effected changes to the overall programme and an individual’s timetable as required by the Chief Assessor • Identified potential timetable clashes before they occurred • Coordinated the timing and placement of logistic support for all candidates, kit, equipment and refreshment • Led and controlled a small team of 6 Assistant Coordinators, as and when requested by the Senior Management • Assisted in Data Input for the daily Scores of the Candidates
