• Manager, Administrative Services - Financial Affairs

    Job Location(s) US-NY-Old Westbury
    Posted Date 3 months ago(11/20/2019 2:38 PM)
    Job ID
    CFO & Treasurer's Office
    # of Openings
    Position Type
    Regular Full-Time
  • Overview

    New York Institute of Technology offers 90 undergraduate, graduate, and professional degree programs in more than 50 fields of study, including computer science, data, and cybersecurity; biology and biomedical studies; architecture and design; engineering; health professions and medicine; IT and digital technologies; management; communications and marketing; education and counseling; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education, it welcomes more than 9,000 students worldwide. The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world.


    New York Tech embraces its mission to provide career-oriented professional education, give all qualified students access to opportunity, and support research and scholarship that benefits the larger world. More than 100,000 alumni comprise an engaged network of doers, makers, and innovators prepared change the world, solve 21st-century challenges, and reinvent the future.


    For more information, visit nyit.edu.


    The Manager of Administrative Services for the Financial Affairs (FA) division provides fiscal, administrative, operational and human resource support for the Vice President as well as senior managers in the division. The manager is the primary budget officer for the Vice President and supports the FA division with fiscal oversight. The manager directs the FA office's fiscal operations including purchasing, budget planning, forecasting and analysis, financial reconciliation and reporting. The manager is responsible for ensuring that all institutional procedures and policies are adhered to for staff T&E expenses, reconcilement and reimbursements.



    Include but are not limited to


    • Actively utilize all financial data systems available at the university (i.e., ORACLE, Data Warehouse, etc. ), and is knowledgeable about all university policies and procedures related to accounting/fiscal activities and accountability.
    • Utilize institutional resources and information to properly process all financial transactions and to assist the Vice President and departmental managers in making spending decisions utilizing the divisional budget. The manager is also responsive to inquiries from other departments regarding such policies.
    • As the primary administrative support for the Vice President and the division's senior management, the manager will provide the following:
      • coordinate the day to day activities of the Vice President; provide confidential administrative support to the Vice President and FA department managers;
      • manage the VP's calendar, including scheduling meetings with internal and external parties; create agendas for meetings chaired by the VP, prepare and send appropriate materials prior to meetings;
      • schedule standing meetings for VP with various staff members;
      • provide assistance with conference & travel reservations as needed;
      • provide this same support for other members of the management team when needed;
      • handle inquiries from other administrators, faculty and staff, students, external partners and the general public.
    • Act as the point person for all operations-related issues and is involved in space planning, office relation logistics, and facility maintenance as it relates to the division as well as oversight of all capital funding allocated to the division.
    • Process and coordinate all appropriate human resources actions including new hire requests, modifications to current staffs¿ status, position descriptions, job postings, senior level positions candidate search, and any other staffing changes. The manager coordinates the professional development and performance evaluation program for the division and is responsible for ensuring organizational charts and staff paperwork are accurate and current.
    • Assists the VP and FA managers with assistance in staff record-keeping and PTO management.
    • Creates and maintains a department-wide calendar of major divisional reporting, functional and attendance commitments, including but not limited to recurring annual commitments, major projects, and reporting obligations. Examples include the operating and capital budget cycles; annual audit and tax filings; board & committee meetings; county, state, and federal reporting obligations; credit and bond filings; systems enhancements projects; bond issuance schedules, etc.
    • Track project leaders and critical milestones, and provides weekly follow-up for managers.
    • Organize and maintain multiple business records and files for the VP, including various contracts.
    • Provide support as a notary public in New York, preferably Nassau County, and will provide related services for the VP and other staff as needed.
    • Dedicated to being a committed and enthusiastic team player; may be required to fulfill other duties as assigned.
    • Occasional weekend and evening work may be required. This position works with sensitive or confidential information and a high level of discretion is required.
    • Some inter-campus travel may be required.



    • Bachelor’s degree required, MBA, MPA or other Master’s preferred.
    • 5-8 years of directly related experience in the field of finance, budgeting, accounting or similar with 3-5 years in a financial services or higher education business office setting preferably as an office manager.
    • Previous experience with accounts payable and expense reconciliation is preferred; previous experience with HR/staff record-keeping oversight preferred.
    • Notary public in New York highly preferred
    • High proficiency in Microsoft Office required, including Word, Excel, PowerPoint, and Outlook. Previous experience with general accounting, expense management and other systems preferred.
    • Must be able to work pleasantly and effectively with all levels of management and staff. The successful candidate must also have excellent organizational and problem-solving aptitude as well as strong interpersonal skills. Must maintain high degree of confidentiality.
    • Able to work independently, efficiently, and accurately in high-paced environment; detail-oriented and thorough; adhere to tight deadlines and handle multiple, competing demands and prioritize work to meet highest needs.
    • Demonstrate high level of organizational skill; monitor own work and project/task deadlines for senior finance staff.







     Please submit cover letter & resume for consideration




    New York Institute of Technology is an Equal Opportunity Employer – M/F/Veteran/Disability/Sexual Orientation/Gender Identity



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