Finance and Administration Specialist

Key Responsibilities

Finance & Business Operations

· Support budgeting, expenditure monitoring, cost allocation, reconciliations, and financial reporting.

· Manage invoices, payments, reimbursements, travel expenses, and other financial transactions, ensuring accuracy and resolving discrepancies.

· Support procurement, vendor management, contracts, approvals, and the financial administration of institutional events and activities.

· Provide administrative and financial support across Business Office functions, ensuring accurate documentation and compliance with University procedures.

Research, Grants & Project Support

· Support the financial and administrative management of grants, research projects, and externally funded activities, including budgeting, expenditure tracking, procurement, and reporting.

· Coordinate project-related activities and appointments with faculty and relevant HR, payroll, legal, and University offices.

Systems, Process Improvement & AI

· Use Excel, Workday, and other University systems for financial analysis, reporting, and administrative decision-making.

· Leverage generative AI and prompt-engineering skills to support data analysis, documentation, and operational efficiency.

· Identify opportunities to streamline processes, automate repetitive tasks, and improve workflows, contributing to special projects and evolving University systems and requirements.

Must have:

· Several years of relevant professional experience in finance administration, business operations, accounting support, project administration or a comparable environment.

· Strong numerical skills and a practical understanding of budgets, financial reporting, administrative controls, and business processes, with the ability to apply them in varied operational contexts.

· Excellent accuracy, attention to detail, organizational skills, and the ability to manage multiple priorities and deadlines without losing sight of the broader objective.

· Strong interpersonal skills and the ability to build constructive working relationships with a wide range of constituencies, including students, faculty, senior administrators, colleagues, and external vendors.

· Professional fluency in both Italian and English.

· Strong working knowledge of Excel and Microsoft 365, together with the ability to learn Workday and other University financial and administrative systems quickly.

· Demonstrated practical competence with generative AI tools, including prompt design, document generation, information synthesis, data or financial analysis, and process improvement.

Nice to have:

· Experience in academic, international or multicultural environments.

· Familiarity with SAP, Concur or similar financial systems is considered an advantage but is not essential.

· Intellectual curiosity about AI and emerging technologies, with the initiative to test new tools and identify useful applications for day-to-day administrative work.

What We Offer

· Dynamic international environment.

· Opportunity to contribute to the financial and administrative operations of a prestigious academic institution.

· Professional growth within a global and renowned academic institution.

Compensation aligned with Italian labor law and market standards, commensurate with experience and qualifications, approximately €40,000–€45,000 gross annually.

This is a full-time in-person role based in Bologna.

Our client is a distinguished American Graduate Academic Institution, located in Bologna, that serves as the European campus of a renowned school dedicated to advanced international studies.

Ref. SP40512

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