Administration Assistant - NYU Madrid

Location

Madrid | Spain

Job description

NYU is committed to fostering a campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform and make possible academic excellence.

All staff members are expected to support, execute and promote this commitment and all NYU initiatives (including Affordability, Sustainability, and Student Success) in the day-to-day life of NYU Madrid.

The holder of this full-time permanent position will assist the Assistant Director for Administration and the Business Coordinator with general administrative tasks, with special focus on the workload generated by the significant increase of students and visitors both in our three regular terms (Fall, Spring and Summer) and in our special programs (January term, June term, and Special Summer courses. S/he will work in close collaboration with the Academics and the Student Life teams, always under the supervision of the Administration team, to help execute and control the business end of activities.

Workplace: Madrid

Principal Duties

Accounting, Budget Control and Reimbursements 50%

• Reimburse students for Student Life, Global Site Ambassadors, Ally Week authorized activities, etc.
• Reimburse RAs (6) for authorized student activities at residences
• Reimburse peer mentors (6), global equity fellows, global ambassadors, student government representatives, unions leaders, clubs representatives, etc. for authorized student activities led by them.
• Reimburse students for meals or other exceptional expenses paid by them
• Coordinate with Student Life department the approved activities and the maximum budget available for each activity
• Petty cash advances to peer mentors, equity fellows, etc. Follow-up on open advances and claim for the receipts if needed
• In coordination with Academics, reimburse instructors for co/curricular activities paid by them in advance (payment through wire transfer or petty cash)
• Responsible for the cash balance. Weekly Cash counting
• Petty cash follow-up files for internal control purposes
• Replenish Petty cash through withdrawal from ATMs
• Coordinate petty cash receipts, scan all of them and build petty cash log file for JEMS journals support.
• Upload files in JEMS on a weekly basis or bi-weekly basis to record petty cash expenses.
• Follow-up on cash advances paid on behalf of students for their packages received from abroad (customs fees). Contact the student for payment.
• Coordinate librarian purchases, mainly through PCard (books, DVDs, subscriptions).
• Coordinate payments of IT hardware, software, peripherals. Coordination with IT manager. Budget control.
• Collaborate in the control of student life expenses

Logistics, business and accounting of academic trips (overnight and one-day), and Visiting and Special Programs (always in coordination with Academics and Student Life) 30%

• Explore hotel options and make bookings
• Contact with Bus provider. Budget, itinerary, contacts phones.
• Communication with hotels - rooming distribution, changes in number of students.
• Restaurant accommodations, as needed
• Summary of trip expenses for budget purposes. Control of trip cost per student. Base for future budgeting.
• Coordination of Invoicing and payment of lecturers, guides, etc.
• Invoicing to sponsoring schools or units based on payments done on their behalf (Google doc form)

Public Safety, employee compliance, equipment management 20%

• Support in the Building Access system
• Coordination with security Guards (events, visitors)
• Follow-up of employees Labor risk obligations: paperwork signature, courses to pass, etc.
• Explanation to new employees of labor risk obligations.
• Medical check/outs. Control of acceptance/reject. Coordination with labor risk provider for checkouts date
• Control of company mobile phones. Inventory. Check of phones invoices. Contact with phones provider (invoices disagreements, fare changes, etc.). Look for options when a replacement or new phone is needed.
• Check out and return of audio guides and other equipment loaned to students in courses.
• Advise and coordinate faculty and staff on all administrative requirements (time sheets, for example)

Required Education

• BA, BS or equivalent, preferably in Business or Accounting.

Required Experience

• Business experience particularly in regards to the handling of invoices, bills, payments, petty cash, and administration tasks in general.

Required Knowledge, Skills, and Abilities

• Excellent organizational, interpersonal, and written and verbal communication skills. Detail oriented. Proven cultural sensitivity and conversational skills to communicate appropriately with a multinational, multicultural and multireligious community of students and colleagues.
• Thorough knowledge of standard office software including Microsoft Office suite and online and traditional packages (e.g., Google Docs). Advanced excel skills is a must.
• Fluent in English and Spanish (written and oral).
• Strong team worker
• Legally eligible to work in Spain.

Preferred Experience

• Knowledge of NYU, its values and vision. Experience with US students abroad is a definite plus.
• Experience in an administration department in multinational companies.

Preferred Knowledge, Skills and Abilities

• Knowledge of ERP tools (Peoplesoft or similar)

This Position Description in no way states or implies that these are the only duties to be performed by the employee in this position. It does not limit the assignment of related duties not mentioned.

Workplace: Madrid

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 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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Salary