Operations & Events Administrator - NYU London London, England
New York University
Full Time
London, England
37474 - 65000 GBP ANNUAL Today
Job description
Position Summary:
This is an entry level position, reporting to the Assistant Director for Finance and Operations, with work responsibilities encompassing a diverse range of areas and supporting some major functions of a large Study Away programme. The postholder will make a significant contribution to the work of the Finance & Operations department, playing an important role in the administrative heart of NYU London; they will also assist the work of the Manager, Human Resources in day-to-day administration, act as the first point of contact for event enquiries, work closely with colleagues both in London and New York to ensure efficient delivery of the programme, and have responsibility for critical administration and support, as well as discrete projects and distinguished visitors, throughout the year.
General administrative support: 55%
Qualifications:
Required Experience
Required Knowledge, Skills, and Abilities
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 an entry level position, reporting to the Assistant Director for Finance and Operations, with work responsibilities encompassing a diverse range of areas and supporting some major functions of a large Study Away programme. The postholder will make a significant contribution to the work of the Finance & Operations department, playing an important role in the administrative heart of NYU London; they will also assist the work of the Manager, Human Resources in day-to-day administration, act as the first point of contact for event enquiries, work closely with colleagues both in London and New York to ensure efficient delivery of the programme, and have responsibility for critical administration and support, as well as discrete projects and distinguished visitors, throughout the year.
Human Resources administrative support: 25%
Organising employee and interviewee right to work checks and personnel filing and tracking systems- Acting as a Level 1 User on NYU London’s Sponsor Management System; assist with Staff and Faculty immigration matters
- Assisting with HR-related documentation, e.g. contracts and Licenses to Occupy
- Support employee onboarding and offboarding, including ID cards, netIDs, benefit schemes and exit interviews
- Assisting with NYUL recruitment drives
- Contributing to and assisting with NYUL’s employee wellness and engagement initiatives, benefits and recognition schemes, etc
- Ensuring all employee records and databases are kept up to date
- Liaising with NYU Campus Safety, IT Services and NYUL Facilities department regarding the management of NYU employee ID cards
- Maintaining an awareness of all HR policies in accordance with UK legal compliance and NYU best practice in collaboration with the Manager, Human Resources
- Other duties as assigned by Manager, Human Resources or by Associate Director Administration
General administrative support: 55%
Assisting with the management of NYUL Executive Director calendars and appointments as needed, and their Purchasing Card and any Academic Fund monthly transaction reviews- Assisting with NYUL’s emergency preparedness, compliance reviews and continuity planning
- Committee servicing, including scheduling meetings, preparing and circulating minutes and agendas, ensuring all actions are promptly and efficiently actioned; attend staff committee meetings (e.g. Wellbeing, Sustainability, GIDBEA et al)
- Overseeing use of the NYU and NYUL logo
- Assisting with various administrative tasks including room allocation and bookings (ensuring up to date knowledge on NYU’s 25Live room booking system); internal signage and information notices, etc
- Assisting with the ordering of office and maintenance supplies for all NYUL sites in accordance with NYUL procurement procedures and signatory authority
- Assisting with projects and improvement initiatives
- Assisting with general office enquiries and data entry needs
- Assisting with monthly petty cash counts
- Updating content of NYU London website including gathering and collecting information from faculty and other staff
- Other duties as assigned by the Assistant Director for Finance & Operations or the Manager, Finance & Operations
Hospitality & Events: 15%
Overseeing the organisation of many on- and off-site events, conferences, and meetings as required- Assisting with NYU Dept of Insurance and Enterprise Risk Management’s review of all externally-rented spaces
- Organising schedules for visitors to NYUL, including coordination of guests in 1st floor Byron Court apartments
Website support: 5%
Updating content of NYU London website including gathering and collecting information from faculty and other staff
Qualifications:
Required Education
Educated to degree level or equivalent qualification/experience
Required Experience
- Computer literate; experience of Google Suite
Required Knowledge, Skills, and Abilities
- A demonstrated commitment to promoting a diverse and welcoming environment, as evidenced by prior successful and innovative measures
- Strong organisational ability; proven experience of completing tasks to high levels of accuracy and timeliness, with attention to detail and a methodical approach
- Excellent interpersonal and written communication skills; the ability to converse with a diverse range of people at all levels; an enthusiastic team player
- Positive and proactive attitude to an often demanding workload
- Proven ability to manage own workload and to work flexibly in response to changing demands and priorities; able to cope under pressure
- Punctual, responsible, self-motivated and flexible
- Demonstrable numeracy skills
