Manager, Finance and Administration - NYU Berlin

Updated: about 2 months ago
Job Type: FullTime

NYU's Global Programs & University Life organization 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. Administrators in this organization are expected to contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty.


The Finance and Administration Manager position is a full-time position (40 hrs./week) at NYU Berlin’s Academic Center located in the Kulturbrauerei in Prenzlauer Berg, Berlin. 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 NYU Berlin Site Director 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 responsible and accountable for providing financial and operational oversight for NYU Berlin, including establishing budgets, accounts receivables/payables, financial analysis and reporting, tax & governmental filing and payment; human resources and payroll processing; 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. This is a 2-year fixed term role. Preferred start date: January 2022.


Budget Management and Analysis – Accounting/Reporting (35%)
Collaborate in preparation of annual operating budgets by working strategically with the Site Director and other site leadership to develop a budget that supports the site’s academic and student needs in a 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.
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 (25%)
At the discretion of the Site Director, when needed and appropriate: identify, recruit, and train appropriate administrative staff.
Ensure conformity with German labor and common laws relative to fiscal rules, regulations and procedures.
Develop and maintain appropriate data for all administrative and academic staff.
Prepare monthly salary and benefits data for outsourced payroll service.
Monthly preparation and transfer of pre-formatted expense report to upload salary and social security benefits data into NYU NY fiscal software.


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.


Manager of Supplier Contracts (15%)
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, including service providers responsible for the physical plant (cleaning agency, security/concierge personnel, etc.).
Supervise the work of the Operations Coordinator who coordinates all matters related to the site's facilities.


Other (5%)
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, facility management, etc.
Other tasks as assigned by the Site Director.

Required Education
Master of Business Administration or Certified Accountant.
Bilingual: German / English


Required Experience
Five years full-time administration experience.
A valid work permit for Germany is required through the end of the contract.


Required Knowledge, Skills, and Abilities
Demonstrated capacity to be an effective, strategic leader.
Proactive with exceptional problem-solving skills.

Self-motivated and with a high level of intuition.
Energetic and results motivated.
Collaborative team member.
Flexible and patient; adaptable in a fast-changing environment.
Excellent intercultural and interpersonal communications skills.
Proven abilities in finance, contract negotiation, human resources, facility management and other administrative tasks.

Preferred Education
Familiarity with both US and German business and academic cultures.

Preferred Experience, Skills and Abilities
Prior experience with an NGO or Higher Education Institution.

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


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.

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