Financial Administrative Aide

Location: New York, NY (100% onsite — Upper East Side)

Pay

$30.00 – $35.00 / hr (W2)

Schedule

Monday – Friday, 9:00 AM – 5:00 PM
Occasional evening hours (1–2 days/week for scheduled events, provided with advance notice)

About the role

We are seeking a proactive and detail-oriented Administrative Aide to join an elite academic and research institute located on the Upper East Side of Manhattan. In this role, you will play a pivotal part in supporting day-to-day financial, operational, and event logistics across the institute. Working closely with finance and administrative leadership, you will oversee transaction processing, expense reconciliations, procurement, budget tracking, and event coordination while maintaining strict compliance with institutional policies and procedures.

Responsibilities

• Process and track financial transactions, maintain organized financial documentation, reconcile departmental expenses, and assist with budget monitoring and reporting.
• Support purchasing workflows, vendor onboarding, invoice processing, and financial inquiry resolution.
• Provide financial and administrative coordination for academic programs, exhibitions, and special events during the fall semester, ensuring all expenditures are properly documented and processed.
• Act as a reliable resource for faculty, staff, students, vendors, and central administrative offices regarding departmental policies and procedures.
• Offer administrative guidance and task direction to junior staff and student workers as needed.

Requirements

• Proven administrative and financial support experience within a higher education, non-profit, or institutional research setting (higher-ed experience preferred).
• Strong working knowledge of basic accounting/financial processes, expense reconciliation, procurement, and budget tracking.
• Ability to work 100% onsite in NYC (9 AM – 5 PM), with the flexibility to support evening events 1 or 2 days per week when given advance notice.
• High attention to detail, exceptional organizational skills, strong written and verbal communication, and the ability to manage multiple operational priorities seamlessly.

Direct W2 applicants only. We cannot accept 1099, Corp-to-Corp (C2C), third-party agency submissions, or W2 referrals for this position.

Benefits

• Medical and prescription drug plans (after waiting period)
• Dental plan
• Vision plan
• Health Savings Account
• Health Flexible Spending Account
• Dependent Care Flexible Spending Account
• Supplemental Life Insurance
• Short-term and Long-term Disability Insurance
• Business Travel Insurance
• 401(k) with company match
• Weekly pay

Duration: 6–8 weeks (potential to extend). Target start date: August 17, 2026.