Manager – Administrative Services and Bursary

Start date: September 1, 2026

About the Role

The Manager of Administrative Services and Bursary is a hands-on operational role responsible for the day-to-day administrative functions of IE New York College. This role is the operational backbone of the College’s financial activity, owning student billing, accounts payable, cash management, compliance administration, and HR coordination. The role reports directly to the Managing Director, with a functional reporting line to the Finance team in Madrid (IE University), and works closely with the Manager of Finance (FP&A) to ensure smooth financial operations.

As the College scales, this role will be critical in building scalable, compliant processes across bursary operations, vendor management, and administrative governance.

Key Responsibilities

1. Bursary & Student Payments

• Own student billing and tuition payment processes end-to-end
• Manage tuition payment platforms (e.g., Flywire) and reconcile student accounts
• Coordinate with Admissions and Student Services teams on payment status, outstanding balances, and follow-ups
• Oversee scholarship and financial aid processing, ensuring accurate and timely disbursements
• Maintain student billing records and respond to student payment inquiries

2. Accounts Payable & Vendor Management

• Own the full accounts payable cycle: invoice receipt, coding, approval routing, and payment execution
• Request and maintain vendor documentation, including W-9 forms and service agreements
• Track and manage payment status, coordinating with internal stakeholders and external vendors
• Review and approve vendor contracts for operational services (e.g., facilities, supplies, routine consulting), ensuring alignment with approved budgets
• Manage purchase order processes and ensure proper documentation and audit trails

3. Day-to-Day Cash & Banking Operations

This role is responsible for the operational execution of cash transactions and daily banking.

• Execute and record daily cash transactions, including incoming tuition payments and outgoing vendor payments
• Perform bank reconciliations and maintain accurate cash balances
• Process credit card transactions and manage corporate card administration
• Coordinate with banking partners (e.g., Banco Santander) on operational account management and documentation
• Provide cash position updates to the Manager of Finance (FP&A) to inform cash flow projections

4. Financial Administration & Accounting Support

• Support month-end close activities, including gathering documentation and reconciling accounts
• Maintain organized and accurate financial records and documentation
• Support the Manager of Finance with the preparation of the annual audit (BDO) and the IRS Form 990 filing, compiling supporting schedules and documentation packages; overall responsibility for the audit and Form 990 rests with the Manager of Finance
• Coordinate NY Sales & Use Tax compliance and Federal Forms 1099/1098 filings in coordination with external tax advisors
• Ensure compliance with US GAAP standards for day-to-day transactions

5. Human Resources & People Operations

• Serve as the primary liaison to the PEO, performing administrative functions in support of human resources and payroll
• Draft and manage employment contracts in coordination with external labor lawyers, ensuring compliance with applicable federal and state requirements
• Monitor and ensure HR compliance, including mandatory training requirements, workplace policy updates, and labor law obligations
• Support recruitment processes for open roles, including coordinating with external agencies, scheduling interviews, managing offer logistics, and overseeing onboarding and offboarding
• Manage employee benefits through the PEO, including healthcare enrollment, 401(k) administration, and any other benefit programs offered to staff
• Coordinate and track the employee performance evaluation cycle, supporting managers with process timelines, documentation, and follow-up
• Validate payroll runs and resolve payroll incidents in coordination with the PEO and external providers
• Maintain and update the employee handbook, HR policy documentation, and Standard Operating Procedures
• Support contractor agreement administration and documentation

6. Insurance Management

• Manage all institutional insurance policies for the College (e.g., general liability, directors & officers, property, professional liability), serving as the primary point of contact for coverage matters
• Coordinate with the local insurance broker on policy renewals, coverage reviews, certificates of insurance, and claims as needed
• Liaise with IE University teams in Madrid to ensure alignment of insurance coverage across the institution and compliance with group-level requirements
• Maintain an up-to-date insurance register and ensure timely renewal of all policies

7. Risk, Compliance & Continuous Improvement

• Identify potential operational and financial risks and develop strategies to mitigate them
• Ensure quality and consistency of administrative and financial processes, meeting institutional standards
• Implement continuous improvement initiatives to streamline processes and enhance operational performance

Qualifications

• Bachelor’s degree in Accounting, Business Administration, Finance, or related field
• 3-6 years of experience in accounting, office management, or administrative operations roles
• Experience with accounts payable, billing, or bursary functions preferred
• Proficiency in accounting software and ERP systems; experience with Flywire or similar platforms a plus
• Strong organizational and time management skills; able to manage multiple priorities simultaneously
• Excellent attention to detail and high level of accuracy
• Ability to handle confidential information with discretion
• Strong interpersonal and communication skills; comfortable liaising across departments and with external partners
• Experience in higher education or nonprofit environments a plus

Application Instructions

To apply, email your resume and cover letter to enrique.cruzamigon@ienyc.edu.