Administration Assistant - Madrid, España - New York University

New York University

Empresa verificada

Madrid, España

hace 3 semanas

Publicado por:

Isabel García

beBee Recruiter

Descripción

Position Summary:

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.

Qualifications:

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. Followup 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 followup 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 biweekly basis to record petty cash expenses.
Followup 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)
Followup 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 or