Program Assistant, Accounting - NYU Berlin

NYU is committed to providing a campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform academic excellence. NYU Berlin is an equal-opportunity employer committed to equity, diversity, and social inclusion. We strongly encourage applications from all interested persons including without limitation under-represented individuals in the profession, across religions, color, creed, race, ethnic and national origin, physical ability, and gender and sexual identity. NYU Berlin affirms the value of differing perspectives on the world as we strive to build the strongest possible university with the widest reach.

The Program Assistant, Accounting, plays a crucial role in supporting the financial and accounting operations at NYU Berlin. This position ensures accuracy and compliance in payments, tax filings, and financial reporting while assisting in day-to-day financial administration. Working closely with the Finance Manager, the Program Assistant serves as a key contact for billing and financial inquiries. As part of the Operations team, they also help organize staff training sessions and facilitate clear financial communication across departments.

Principal Accountabilities

Accounting Support (70%) 

• Receive and process incoming invoices, assign cost centers, and prepare them for Finance Manager review.
• Initiate payment cycles by entering vouchers into accounting databases and banking software.
• Assist with physical and digital filing of transfers, credits, and direct debits.
• Generate monthly settlement files in collaboration with the Finance Manager.
• Support cash flow forecasting, monitoring, and tracking.
• Process and record petty cash transactions in compliance with NYU policies and procedures.
• Assist with VAT filings and other tax-related documentation.
• Ensure adherence to financial policies and procedures.
• Other duties as assigned by the Finance Manager and Site Director.

Reporting (15%)

• Calculate annual net honoraria for artists and musicians for artist’s social insurance (KSK) reporting.
• Assist the Operations team in tracking program-specific expenses for approximately ten visiting programs annually and facilitate internal reimbursements.
• Log expenditures and maintain statistical databases for the Office of Global Programs.
• Track prepaid expenses, accruals, and asset procurement for annual financial statements.
• Support the preparation of financial documentation, including justifications for invoice discrepancies or partial payments.

Communication (15%) 

• In coordination with Student Life, Operations, and Academic teams, issue honorarium offers to guest lecturers and tour guides, detailing payment procedures and tax obligations.
• Assist with organizing and conducting financial training sessions for staff members.

Required Education

• Successful completion of a Bachelor’s degree or an apprenticeship as a commercial clerk.

Required Experience

• experience in accounting, bookkeeping, or financial administration through jobs, internships, or training programs.

Required Knowledge, Skills, and Abilities

• Fluency in German and English.
• Strong numerical and analytical skills with an eye for detail.
• Service excellence and delivery of high-quality solutions.
• Strong ability to prioritize and multi-task with a creative approach to problem solving.
• Ability to work both independently and collaboratively within a team environment
• Familiarity with Microsoft Windows, Google Suite, and Microsoft Office.

Required Work permit

• A valid work permit for Germany through the end of the contract.

Preferred Experience, Skills and Abilities

• Experience living, working, or studying abroad.
• Familiarity with financial and project management tools.

Please consult NYU’s data processing policies based on the new General Data Protection Regulations (GDPR) that can be found here: 

www.nyu.edu/it/gdpr/prospective-employee.

Shortlisted candidates will be asked to provide two recent references/Arbeitszeugnisse prior to their interview. Candidates must have the unrestricted right to work and live in Germany prior to appointment.

The University is an equal opportunity employer committed to equity, diversity and social inclusion.