Finance & Operations Administrator - NYU London

NYU 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. We seek candidates who will not only enhance our commitment to these values, but whose experience, competencies, skills, and community engagement efforts contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty.

This is a full-time, permanent position.
The post holder will provide essential administrative support across a range of duties to NYU London’s Finance & Operations department. 

Financial administrative support - 50%

• Assisting with routine accounting matters including processing payments, logging expenditures, and coordinating invoice authorizations 
• Placing orders in accordance with NYUL procurement procedures and signatory authority
• Assisting with the filing and administration of the Finance & Operations office
• Monitoring and maintenance of the NYUL Finance & Operations inbox 
• Creation, submission and follow-up administration of data uploads recording monthly bank activity and any other data uploads required at the time, to the General Ledger using the Journal Entry Management System (JEMS)
• Assisting with the issuing of invoices to internal and external parties 
• Coordinating and reconciling the NYU intersession programmes’ expenses
• Utilising the NYU financial reporting systems in liaison with the wider Finops team
• Assisting with the processing of one-off expenses 
• Assisting with the petty cash funds and distribution of funds when requested 
• Assisting with data collection and processing during financial year-end and financial analysis projects and processes 
• Assist with the administration of NYUL’s payroll 

General office administration - 25%

• Assisting with various administrative tasks including room allocation and bookings, internal signage and information notices, office filing, processing shipments 
• Assisting with orders of office and maintenance supplies for all NYUL sites
• Dealing with general office enquiries and data entry needs
• Liaising with NYUL’s utilities and telephone providers; coordinating monthly bill analysis for NYUL’s Student Residences
• Providing administrative support to the Director, Deputy Director, Assistant Director for Finance & Operations and the Finance & Operations Manager when required
• Other duties as assigned by the Assistant Director for Finance and Operations or as required by the Director
  
  

Facilities administration- 20% 

• Coordinating the Facilities ordering process, including creating purchase orders in in accordance with NYUL procurement procedures and signatory authority; placing orders

• Assisting with bid and request for proposal submissions, contract management, and project administration
  

Hospitality - 5%

• Assisting with the organisation of on-site functions, conferences and meetings as required
• Assisting with visitor schedules as required
  

Website support- 5%

• Updating content of NYU London website including gathering and collecting information from faculty and other staff

Required Education

• Educated to degree level or equivalent qualification/experience

Required Experience

• Computer literate; experience of Google Suite

Required Knowledge, Skills, and Abilities

• A demonstrated commitment to promoting a diverse and welcoming environment, as evidenced by prior successful and innovative measures
• Strong organisational ability; proven experience of completing tasks to high levels of accuracy and timeliness, with attention to detail and a methodical approach
• Excellent interpersonal and written communication skills; the ability to converse with a diverse range of people at all levels; an enthusiastic team player
• Positive and proactive attitude to an often demanding workload
• Proven ability to manage own workload and to work flexibly in response to changing demands and priorities; able to cope under pressure
• Punctual, responsible, self-motivated and flexible
• Demonstrable numeracy skills

Candidates must have the unrestricted right to work and live in the UK prior to appointment.

Further benefits include: 28 days annual leave pro rata, USS pension scheme and private medical insurance (optional)

Candidates should advise of any reasonable adjustments needed to participate in the application and interview processes.

NYU London is an equal opportunity employer committed to equity, diversity, and social inclusion. We strongly encourage applications from under-represented individuals in the profession, across colour, creed, race, ethnic and national origin, physical ability, and gender and sexual identity. NYU London affirms the value of differing perspectives on the world as we strive to build the strongest possible university with the widest reach.

NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at nyu.edu/nyugreen.

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