The Finance and Administration Manager will support day-to-day operations by serving as the primary contact in Berlin for addressing operational concerns and mediating communication between NYU Berlin and the Office of Global Programs in New York to ensure the smooth functioning and integration of site operations with comprehensive University policies and procedures. At the direction of the Site Director for NYU Berlin and in collaboration with the staff of NYU Berlin, of the Office of Global Programs in New York, as well as other appropriate supportive services of NYU in New York (such as, Office of General Counsel, Finance Operations & Treasury, Controller's Division, and University Human Resources), this position is accountable for providing operational and financial oversight for NYU Berlin including human resources; compliance of processes and policies with the Global Data Protection Reform; establishing budgets; payroll processing, employee reimbursements, accounts receivables/payables, financial recording and reporting, reconciliations, analysis and reporting, and tax & governmental filing and payment; collaboration with legal teams in Berlin and the US (real estate, labor and corporate); negotiation and management of major supplier contracts and other procurement activities (including asset management).
Budget Management and Analysis – Accounting/Reporting (30%)
-Collaborate in preparation of annual operating budgets by working strategically with the Site Director and other site leadership to develop an operating budget that supports the site’s academic and student needs in fiscally responsible way.
-Ensure operation within established budget.
-Participate in strategic planning in collaboration with NYU- NY based administrative and fiscal management.
-Ensure accurate and timely payment and recording of all debits, including tax liabilities; reconcile accounts.
-Develop and maintain cost and statistical databases.
-Liaise with outside accountants for audit and advisory services.
-Oversee the creation and analysis of interim and final fiscal reports against both German and American standards.
Human Resources (15%)
-At the discretion of the Site Director and when needed and appropriate:
identify, recruit, and train appropriate administrative and student support staff as necessary.
-Ensure conformity with German labor and common laws relative to fiscal rules, regulations and procedures (accurate and timely payment of social charges and taxes, etc.).
-Maintain files and archives pertaining to salary and German social security benefits for all administrative and academic staff.
-Prepare monthly salary and benefits data for outsourced payroll service.
-Oversee the monthly preparation and transfer of pre-formatted expense report to appropriate fiscal officer in New York allowing immediate upload into NYU NY fiscal software.
Manager of Supplier Contract (25%)
-With the assistance of the Site Director and in coordination with NYU NY, manage real estate contracts, for academic and residential uses.
-Review space utilization and analyze equipment inventory to ensure maximum efficiency and compliance with University and local policies and procedures.
-Provide authorization of expenditures and purchase of equipment in accordance with NYU policies.
-Negotiate and manage contracts with suppliers and service providers as well as service providers responsible for the physical plant (cleaning agency, security/concierge personnel, etc.).
Legal Support and Services (20%)
-Provide general oversight for compliance (safety and security protocols, insurance, sponsored programs, etc.), collaborating with appropriate offices in NY and ensuring adherence to NYU Policy and US and German laws.
-Collaborate with Office of General Counsel, Office of Compliance and Office of Global Programs on general corporate matters.
-Liaise with NYU NY legal team as necessary for drafting and renewal of contracts.
-Develop and maintain appropriate data (on paper and in electronic form) on-site regarding staff; ensure accurate and efficient data storage on-site; facilitate transfer of data between New York and Germany in accordance with appropriate data protection laws.
-Implement administrative policy in collaboration with appropriate personnel, in such areas as HR practices, financial control and documentation, facilities management, etc.
-Implement processes and ensure that NYU Berlin follows the recommendations of the Data Protection Officer who is based in NYU NY.
-Other tasks as assigned by the Site Director.
Master of Business Administration or Certified Accountant (Bilanzbuchhalter).
Bilingual: German / English
Five (5) years full-time administration experience. Work permit for Germany is required.
Required Knowledge, Skills, and Abilities
Familiarity with both US and German business and academic cultures.
Preferred Experience, Skills and Abilities
Prior experience with an NGO or Higher Education Institution.
About New York University
Founded in 1831, New York University is one of the largest and most prestigious private universities in the United States. NYU is based in New York but also operates branch campuses and research programs in other parts of the U.S. and around the world. As a community of scholars (faculty, students, and staff) that is inclusive of divergent backgrounds and historically underrepresented groups, NYU engages a diversity of viewpoints, perspectives, and approaches.
About NYU Berlin
NYU Berlin is one of NYU's global study-away sites and provides US and other international students with the opportunity to spend a semester studying in Berlin while earning credits towards their degree. The program is fully integrated into NYU's curriculum and designed for BA students in the social sciences, arts and humanities who want to earn credit in their major - including art, art history, drama, environmental studies, European studies, German, history, math, music, politics, psychology, and sociology - while having a transformative experience abroad. Most courses are taught in English. Seminars and lectures take place at the academic center located within the complex of the Kulturbrauerei in Prenzlauer Berg and at NYU Berlin's art and drama studio in Kreuzberg. The program size is 100 students per semester, as well as various January and summer programs.
NYU Berlin Offers:
● A great career opportunity.
● You can become an integral part of a dynamic and growing program of the largest university study abroad provider in the United States.
● Competitive salary and benefits
● A two-year contract with the possibility of extension.
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.
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.