Robert Walters is excited to be partnered with NYU London in their search for a Associate Director of Administration.

This is a full time position reporting to the Executive Director with additional reporting to the Senior Associate Vice President, Global Programs Administration in New York. This position is expected to work in the office at least 80% of the time.

The role supports the Executive Director and the NYU London (NYUL) senior team on strategic long term planning and oversees all general operations, including finance and budget planning, human resources, IT, space management and facilities, as well as collaborating/overseeing NYU London’s emergency response protocols, in partnership with NYU London senior leadership and colleagues in New York City.

Required Education/Experience

• Master’s degree or higher
• Required Experience
• 10 years of related experience, preferably in a Higher Education institution
• Ability to manage and support others in managing a diverse team of administrators across a variety of discipline including part- and full-time lecturers, work in a collaborative environment, exhibit strong leadership skills, strong communication, negotiation and presentation skills

Responsibilities:

General Operations

• Supervise the day to day business operations of NYU London to ensure an orderly, secure, inclusive and enriching environment for the NYU London community
• Take responsibility for legal issues affecting NYUL, including contract approvals and monitoring; liaise closely with the NYU Office of General Counsel, Office of Global Programs, and UK-based legal teams when appropriate
• Act as Authorising Officer for NYUL as sponsor of Staff and Student visas
• Oversee NYUL relationships with outsourced providers (e.g., guards, property security, IT and cleaning services) in collaboration with NYU Campus Safety, NYU IT and NYU Facilities & Construction Management
• Coordinate with NYU’s Insurance Office in NY to ensure appropriate assessments and insurance coverage
• Alongside the Executive Director and in collaboration with the Global Programs Office, Office of General Counsel and NYU Human Resources, represent NYUL management in negotiations with Trade Union representatives (local or national officials)

Finance

• Supervise the Assistant Director for Finance & Operations and her/his team in preparing and timely submitting annual budget proposals, variance reports, and other financial reporting as required; routinely monitor financial performance; be proactive in ensuring NYU London operates within its budget, implementing cost control measures as prudent and appropriate.
• Oversee the financial operations of NYUL, including accounts management, payroll, payments, auditing, and local liabilities; approve submissions of financial reports and expenses; signatory authority for NYUL bank accounts; liaise closely with colleagues in NYU Global Programs Office; NYU Finance Operations & Treasury, and review and approve expenditures (e.g. PCard payments and usage)

HR

• Collaborate with Global HR Business Partner, HR Manager and leadership in NY as needed on HR processes, procedures and management across NYUL, including employee relations matters
• Ensure employee documentation (contracts, handbooks etc) is maintained and compliant with UK legislation;
• Maintain the NYUL Staff Handbook and ensure it is current, complete, accurate, and distributed to new employees and lecturers upon hiring.
• Supervise the Time Management and on-boarding system (currently PeopleSync) for all staff; act as final approver on time off request

Facilities & Space Planning

• Provide oversight in all respects, including facilities management, staffing, wellness and security
• Act as local liaison with NYUL’s landlords under supervision by the Executive Director and in support of the NYU London leadership team, develop and maintain a space planning strategy including classroom assignments, and residential needs, Collaborate with NYUNY in searching and securing short term space including for classroom, labs, event space, residential, etc.
• Supervise the Facilities Manager; Oversee the facility maintenance program, including maintaining an appropriate renewal and replacement program for furniture and equipment. Coordinate the selection of facilities vendors (housekeeping services, contractors and service providers) in accordance with NYU Procurement standards.
• Oversee a housekeeping program for all NYU London facilities. Ensure routine and ad hoc cleaning programs, garbage disposal, etc.

NYU 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. We seek candidates who will not only enhance our commitment to these values, but whose experience, competencies, skills, and community engagement efforts contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty.

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