Department Administrator

Posted September 20, 2019

Scholars at Risk (SAR) seeks a Department Administrator to manage a variety of administrative and business processes and operations in support of SAR’s efforts to protect scholars and promote academic freedoms worldwide and to ensure the effective delivery of services and efficient office operations. Manage department budget and preparation of financial reports. Act as administrative liaison with other Provostial and University offices; interpret and apply University policies to plan and manage complex administrative matters.

Principal Duties

  • Administer department budget; prepare annual department budgets, oversee maintenance of accounting records, expenditures and transfer of funds; analyze past expenditure trends and prepare forecast trends and recommend future allocations for Deputy Director’s review. Review/approve expenses with signatory authority for routine and non-routine expenses, e.g., travel reimbursements, expenses against grants, conferences, check requests and other instruments of payment. Oversee payments to vendors and generation of monthly expense reports. Collaborate with Provost Fiscal Affairs to resolve discrepancies. Advise staff regarding University and Provost policies and procedures; interpret University and Provost fiscal policies to manage significantly complex issues. Draft guidelines for department fiscal activities.
  • Manage daily department operations and facilities. Provide input on substantive communications such as administrative policies or procedures; research and synthesize information on matters requiring the Executive Director or Deputy Director’s involvement, providing analyses and recommendations to facilitate decision making. Manage department space and planning, office assignment, building access authorization, voice and data access, information technology needs, etc. Supervise planning and ensure scheduled maintenance and repair of equipment and facilities as needed. Consult with Procurement as appropriate to determine best purchase options.
  • Prepare and analyze financial reports for the Executive Director, Deputy Director, and SAR’s Board. Regularly analyze utilization/spending data to ensure smooth and accurate expenditures according to SAR and grant budgets. Liaise with SAR’s outside auditing consultant, responding to requests for analyses or information (e.g., account adjustments) and maintain the integrity of the audit process. Exercise sound judgment and diplomacy in resolving or responding to related needs from the Board or senior management team.
  • Oversee tracking of SAR program deliverables and related reporting. On-board new SAR staff, interns, and volunteers.

Position Qualifications

Required Experience

3+ years of relevant experience or equivalent combination of education and experience. Must include experience managing budgets, grants administration, and operations for an academic center, nonprofit organization, or small business.

Required Knowledge, Skills and Abilities

Excellent attention to detail, flexibility, problem-solving, and organizational skills. Excellent oral and written communication skills. Ability to collaborate effectively with others in support of the organization’s mission. Ability to exercise good judgment and to handle sensitive information in a discreet, professional manner. Ability to manage workloads, deadlines, and responsibilities with limited supervision. Proficiency in standard office and office productivity software. Familiarity with best practices for financial and budget tracking and reporting.

Preferred Experience

1+ years of previous experience as the primary administrative officer for an academic center, academic program/department, or nonprofit organization, including grant administration and budgeting. Experience supervising consultants and vendors.

Preferred Knowledge, Skills and Abilities

Knowledge and familiarity with Microsoft Excel, Quickbooks, and NYU systems (iBuy, UDW+, etc.). Must be well versed in quality data collection to ensure adequacy, accuracy and legitimacy of data in NYU systems and be able to strictly follow data privacy and security procedures for data handling and analysis to ensure adherence to legal and institutional standards.

How To Apply

PLEASE APPLY IMMEDIATELY (no phone calls or email inquiries, please) via NYU’s Interfolio application portal at Please include, in a single PDF document, if possible, (1) a letter of interest, (2) resume, (3) list of references or letters of reference, and (4) a brief, unedited writing sample. Please use “Department Administrator, [YOUR LAST NAME]” as the file name. Applications accepted on a rolling basis until the position is filled.

SAR is an equal opportunity employer. SAR does not discriminate due to age, race, color, creed, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, disability, unemployment status or any other legally protected basis, and to the extent permitted by law. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply. (Regrettably, SAR is not able to sponsor work-eligible visas for these positions.)

In Categories: Career Opportunities