Senior Finance Manager - Academic Administration & Planning

NYU Abu Dhabi is pioneering a new model of higher education for a global world, dedicated to excellence in teaching and research and to advancing cooperation and progress on humanity’s shared challenges. Drawing on the strengths of the NYU global network, it offers an outstanding liberal arts and sciences education to students from the United Arab Emirates, the United States, and around the world, with a distinctive focus on intercultural understanding and leadership. It supports innovative research and graduate education programs that push forward the frontiers of knowledge and respond in powerful and interdisciplinary ways to vital global and local challenges.

Position Summary

Applications are welcome from all qualified candidates. In line with UAE regulations, Emirati candidates are encouraged to apply.

New York University Abu Dhabi (NYUAD) seeks to appoint a Senior Finance Manager reporting to the Head of Academic Resource Management and Fiscal Affairs.

Under the direction of the Head of Academic Resource Management and Fiscal Affairs, provides professional financial guidance for all funds within the Provost’s jurisdiction. As a senior member of the Academic Resource Management and Fiscal Affairs team, the Senior Finance Manager will support the Head of Academic Resource Management and Fiscal Affairs in providing key financial analysis and recommendations aligned to support the strategic focus and mission of the units and divisions under the Provost’s Office.

The Senior Finance Manager will facilitate all financial activities, not limited to, but including budget planning and associated administrative tasks, to ensure best practices and processes are in place to maximize compliance with all internal and external policies and regulations. The Senior Finance Manager will ensure financial support is available to meet the needs of all stakeholders. The Senior Finance Manager will liaise with all members of the Provost’s teams as well as the Vice Provosts, Divisional Deans, Faculty members, Divisional administrative staff as well as the Financial Affairs Team. The Senior Finance Manager may have some supervisory responsibility within the Fiscal Affairs team.

Key Responsibilites:

Financial Management

• Responsible for sound financial operations and coordination of activities in academic fiscal affairs, ensuring these functions are aligned to support the strategic focus & mission of the departments across all funds
• Is a key resource person offering professional financial guidance to the administrative heads and fosters an excellent working relationship with leadership, faculty, researchers, and the Provost’s units at large
• Provides direction and oversight to the divisions, faculty, and staff for the application of all internal and external financial policies & procedures, ensuring consistency and compliance across all departments
• Prepares and reviews financial statements with the budget holders to ensure the strategic direction of the units is on track and, when necessary, addresses potential over-expenditure situations
• Conduct regular analysis of financial metrics, delivering insights and recommendations for improvement
• Assisting the Head of Academic Resource Management and Fiscal Affairs and working closely with the Financial Services Office on ad hoc requests and future financial planning with the Budget & Financial Planning Office
• Assists with financial data for ad hoc requests and reports from stakeholders within the Provost’s office, Division, and Finance & Budget Office
• Provide timely management reports/slide decks on budgets, actuals, and available balances
• Monitors Endowments and gifts regularly to ensure appropriate spending practices
• Assess procedures and processes to continuously implement best practices to streamline and standardize all aspects of financial management
• Learns local departmental processes and assesses procedures to continuously implement best practices to streamline and standardize all aspects of financial management
• Collaborate regularly with the Finance & Budget offices to identify and implement best practices and to provide a standardization of services across all units and divisions under the Provost that ensures compliance and efficiency
• Act as Approver/Reviewer for various financial transactions, including purchases, Advances & Expense Reimbursements, Accounts Receivable/Recoveries /Deposits, PCard approvals, Budget Modifications and Journal Entries
• Facilitate the opening and sign off on new chartfields and maintenance. Working with the Head, liaise with the Controller to establish special purpose funds as needed
• Act as a resource to employees within the Provost’s units. Conduct “walk-throughs” regularly to have a “pulse” on Provost’s units and Divisions' activities & issues
• Analyzes current and potential problems and recommends solutions for vetting and approval
• Initiate regular meetings with budget holders in the provost’s office and managers to review financial status and priorities of activities and projects within each unit
• Engage in regular meetings with other functional areas within the Provost’s jurisdiction with regard to funding sources, processes, and issues
• Responsible for ensuring a Documentation Retention system is established according to best practices and maintained using solid controls, processes, and systems to build reliability and efficiencies within its activities
• May be required to supervises members of the Finance Team within the office as needed

Budget Management (all operating and non-operating funds)

• Supporting the Head of Academic Resource Management and Fiscal Affairs and working with the Assistant Director in the budget management process
• Assist in the development of the annual budget for the Provost office and its respective units in coordination with the academic department heads, following the University budget planning timelines and processes across all funds
• Support consolidating and submitting the provost divisional budget to the central budget office
• Assist with the preparation, allocation, and monitoring of academic budgets, including Budget load, analysis of expenditure trends, and projection of income and expenses; reviewing salary and non-salary budgets and expenses, initiating budget adjustments, assessing departmental budget requests, and making appropriate recommendations
• Facilitate the budget owners' responsibility to respect the fiscal year’s budget constraints by implementing processes and providing strong financial variance analysis reports, as needed
• Collaborate with departments to accurately reflect budgetary needs and priorities in planning. Assist with the administration of the budget for academic units in coordination with the academic department administrators; Provide guidance to academic departments on budget planning, expenditure tracking, and financial forecasting
• Administer the unit budgets to promote effective resource allocation; Conduct regular financial analysis to assess the fiscal health of academic programs
• Analyze budget variances and suggest budget modifications when necessary
• Ensure expenses are allocated to the most appropriate funding sources to ensure compliance with grant, legislative, and institutional rules and regulations
• Regularly assess budgetary processes and make recommendations to ensure alignment with institutional goals
• In collaboration with the Finance and Budget Office, assist with necessary reports to facilitate budget consolidation and budget review
• Assist the Planning Team in facilitating and coordinating the Annual Planning & Budget Process (APB) for the office of the Provost and the Academic Divisions; consolidate the APB submission for review and incorporation in the annual budget submission Budget Position funding monitoring
• Working with the Head of Academic Resource Management and Fiscal Affairs and in conjunction with the Office of Academic Appointments (OAA) and the Provost’s SME, implement procedures to ensure appropriate funding sources are charged and processes are in place to track financial partnerships with the research institutes
• Work in close collaboration with the Office of Academic Appointments on the divisional faculty hiring plan and ensure the timely issuance of offer letters and awards as per the approved faculty hiring plan
• Acts as advisor to the OAA and SME for funding availability before creating/posting/offering new and unfilled positions
• Works with OAA to determine adjunct needs and funding requirements while respecting current budget availability and policy before posting positions
• Monitor salary expenditures to ensure appropriate funding sources are used. Identify available funding for leave replacement costs, overtime, and miscellaneous costs for staff. Ensure salary and other recoveries are collected

Monitoring and Compliance

• Works closely with the Head of Academic Resource Management and Fiscal Affairs and Assistant Director to implement a Document Retention system for clients of the units under the Provost
• Responsible for validating all expenses for eligibility and compliance with external Sponsors and/or University policies, procedures, and regulations as applicable
• Regularly monitors practices and local processes to ensure documentation meets external and internal documentation requirements
• Communicate University policies & procedures to promote compliance with all applicable regulations
• System and access control – monitor to ensure all financial access is consistent and effectively set up
• Recommend changes as necessary
• Identify processes that do not adhere to proper segregation of duties practices and recommend improvements
• Ensure routine tasks and necessary control reports are properly scheduled
• Other general monitoring, as required

Communication and Training

• Develop and maintain a communication plan with all clients (Unit Heads, Divisional Deans, Faculty, and local administrative staff)
• Communicate and collaborate regularly with the Provost’s Office, Divisional Offices, and Financial and Budget Office to ensure that goals and objectives are aligned and that information and record-keeping are complete, consistent, and transparent to all
• Network and collaborate in regular meetings with other groups to exchange best practices, tools, communication plans, and training tips for promoting standardized processes within all departments
• Liaise with appropriate central units with regard to the proper interpretation of policies & procedures to ensure compliance with rules and regulations
• Provide guidance and training to local users/members on financial affairs and policy implementation to ensure best practices are followed for financial transactions, including Expense Reimbursements, PCards, etc
• Provide training and support to roll out new systems or tools
• Coordinate learning, collaborative/one-on-one training to the user community impacted by new or modified University policies and systems
• Act as a temporary replacement and training resource for other Financial Service Team members across the Provost’s Office
• Develop and maintain topic-specific training material and conduct training sessions for administrative and academic staff as needed

Strategic management/ functions

• Supporting and contributing to strategic initiatives of the Provost’s Office (encompassing the units and Division under the Provost), including but not limited to participation in specific strategic workgroups as well as ongoing discussions and initiatives
• Assists in identifying revenue generating opportunities, prepares the financials of the business plans and offers recommendations to the Head to be presented to stakeholders
• Identifies/creates processes and aligns resources to accomplish key objectives
• Clearly conveys and assigns clear accountability for important objectives, deadlines, and expectations

Required Education:

• Undergraduate Degree

Preferred Education:

• Major in Finance or Accounting

Preferred Experience:

• Continuing professional education in accounting, finance, data management, or research administration
• Experience in generating reports of portfolios of multiple programs for senior management and funding agencies
• Experience with budget development & reports for sponsored research grants
• Demonstrated experience developing and monitoring large complex budgets
• Preferred 3-4 years of experience in an equivalent combination of budget administration, accounting, financial administration and implementing policies and procedures in higher education
• Proven ability to manage funds effectively, with demonstrated experience in developing, overseeing, and monitoring large, complex, and detailed budgets
• Experience in developing complex financial projections and sponsor reports
• Exceptional technical, accounting, and communication. Full competence and high-level proficiency with Microsoft Excel is essential
• Advanced analytical and problem-solving skills
• Interpersonal skills with diverse populations at all levels in a professional manner
• Ability to quickly learn and understand University policies and procedures, and disseminate information to faculty and staff regarding pre and post award management
• Service-oriented, entrepreneurial, creative. Able to liaise with all levels of staff, and professors
• Ability to work independently, under supervision, and as part of a team with minimum direction or supervision
• Ability to work effectively with other administrative offices of the university, in particular Finance, Budget and Office of Academic Appointments
• Willingness to work flexible hours at times to ensure an effective working relationship between New York and Abu Dhabi offices