Associate Director, NYU Madrid

Position Summary:

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

The role supports the Site Director and the NYU Madrid (NYUM) senior team on strategic long-term planning and oversees all general operations, including directly handling all financial operations and budget planning, human resources, IT, space management and facilities, academic affairs, student life, as well as collaborating/overseeing NYU Madrid’s emergency response protocols, in partnership with NYU Madrid senior leadership and colleagues in New York City. Liaising closely with relevant colleagues at NYU in New York, Shanghai and Abu Dhabi, and at the other global sites and programs, the Associate Director is a member of the NYUM Senior Management team and may be asked to step in for the Site Director at their request. This position will have two direct reports: the Assistant Director for Student Life and Housing, the business coordinator, and in addition a dotted line responsibility overseeing the administrative component of the Assistant Director of Academics.

Workplace:

Madrid

Qualifications: Principal Duties
General Operations 35%

• At the direction of the Site Director, supervise all day-to-day operations of NYU Madrid to ensure an orderly, secure, inclusive and enriching environment for the NYU Madrid community;
• Take responsibility for legal issues affecting NYUM, including contract approvals and monitoring; liaise closely with the NYU Office of General Counsel, Office of Global Programs, and Spain-based legal teams when appropriate
• Oversee NYUM IT policy and other forms of communication, in cooperation with NYU IT
• Oversee NYUM 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
• In conjunction with the Site Director, maintain relations with various local authorities and professionals and alert the Global Programs Office regarding changes in laws or developments likely to affect NYU Madrid overall operations
• Alongside the Site Director and in collaboration with the Global Programs Office, Office of General Counsel and NYU Human Resources, represent NYUM management in negotiations with Trade Union representatives (local or national officials), if applicable
• Assume responsibility as Privacy Officer for NYU Madrid operations, ensuring compliance with local law and NYU policies and practices relating to data privacy and protection
• Perform other duties or projects relevant to this level of position as assigned or anticipated

Finance 30%

• Oversee and directly handle all financial operations for NYU Madrid. This includes but is not limited to:
• Ensure adequate staffing for financial operations
• Prepare and timely submit annual budget proposals, variance reports, and other financial reporting as required; routinely monitor financial performance; be proactive in ensuring NYU Madrid operates within its budget, implementing cost control measures as prudent and appropriate
• Manage the financial operations of NYUM, including accounts management, payroll, payments, auditing, and local liabilities, including managing the relationship with local vendors to carry out some duties (e.g. payroll, accounting, etc.); approve submissions of financial reports and expenses; hold signatory authority for NYUM 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)
• Coordinate with NYU Global Tax & Payroll and other key teams as needed to ensure compliant operations
• Liaise closely with NYUM’s auditors and appropriate colleagues in New York to ensure the timely and accurate submission of various reports; write and submit appropriate sections of these and other reports as requested
• Prepare financial statements, prepare and file local taxes reports and conduct routine bank reconciliations
• Ensure NYU Madrid is operating within its given budget
• Develop financial models based on strategic plans for future years. Identify needed resources in support of such plans. File annual budget requests.
• Prepare analysis and reports as needed

Strategic Management 15%

• Support and collaborate with the Site Director and appropriate NYU Madrid (NYUM) and Global Programs Office colleagues to plan, create, review and implement policies, procedures and short-and long-term strategic planning for NYU Madrid. Evaluate enrollment trends and identify needed resources for future operations
• Collaborate with colleagues across the University with regard to goals and initiatives of the University, Global Programs, or portal-focused staff at NYUM
• Substitute for the Site Director on relevant business matters at their request or when they may otherwise be unable to perform duties
• Prepare an annual report of operations

Human Resources 10%

• Collaborate with Global HR Business Partner and leadership in NY as needed on HR processes, procedures, and management across NYUM, including employee relations matters
• Ensure that employee documentation (contracts, handbooks etc) is maintained and compliant with Spanish legislation
• Maintain the NYUM Staff Handbook and ensure it is current, complete, accurate, and distributed to new employees and lecturers upon hiring
• Implement the NYU annual performance appraisal system for NYU Madrid staff
• Supervise the Time Management and onboarding system (currently PeopleSync) for all staff, act as final approver on time off requests
• Approve all staff recruitment in collaboration with the Site Director, the Global Programs Office, and NYU Human Resources, ensuring appropriate hiring practices and on- and off-boarding practices are in place; issue employment contracts as required
• Supervise the provision of employee benefits

Facilities, Security and Space Planning 10%

• Provide oversight in all respects, including facilities management, staffing, wellness, and security
• In collaboration with NYU’s Campus Safety team in NY, coordinate the supervision of building surveillance and guard service vendor, this is an important area with tasks like participation in security guards recruitment or point of contact in case of intruders or fire alarms.
• Act as local liaison with NYUM’s landlords under supervision by the Site Director and in support of the NYU Madrid 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
• 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 Madrid facilities. Ensure routine and ad hoc cleaning programs, garbage disposal, etc
• Institute a program of sustainability for NYU Madrid, focused on reducing NYU Madrid’s carbon footprint

Student Life and Academic Operation Oversight 5%

• Support the coordination with portal campuses, as well as New York departments and in Madrid on student life and academic programming and the hiring of faculty;
• Working closely with the Site Director to develop/host curricular and co-curricular activities that link students at NYU Madrid to the local community
• Serve as a resource to the NYU Madrid Site Director on student life and academic planning for the site and on oversight of student academic performance and cultural immersion;
• Other student life and academic-related support duties as they arise/are discussed.

Required Education:

• Bachelor's degree in a relevant field

Preferred Education:

• Masters degree – preferably within a business or finance related field

Preferred Experience:

• 10+ years of experience with proven experience in financial operations including budgeting, payroll, procurement and such.

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.

Additional Information:

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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