Administrative Coordinator (aHEO) - Office of the Provost
Administrative Coordinator (aHEO) - Office of the Provost
Reporting to the Chief of Staff and Director of Academic Operations, the Administrative Coordinator will provide administrative support to the Office of the Provost including coordination of the daily operations of the Office of the Provost as well as coordinate the Provost’s and Associate Provost’s daily schedules.
Manage the Provost’s calendar to ensure that all commitments, responsibilities, and deadlines are met.
Organize, manage, and maintain logs and records of follow-up activities.
Research and prepare materials for all meetings and speaking engagements including collecting or creating meeting agendas.
Coordinate special arrangements as needed such as room set up, audio visual requirements, catering, conference calls, webinars, Skype, etc.
Perform invoice processing and reconciliation, coordinate with various departments on accounting matters as directed.
Coordinate Provost’s conference travel including but not limited to hotel reservations, flights, ground travel; review travel authorizations for completeness and accuracy; and prepare travel expenses for the Provost and Associate Provost.
Manage eForm review and processing via Lehman Connect.
Serve on special events team in the planning and execution of retreats and meetings; coordinate invitations, travel arrangements and/or special guest requirements.
Provide clear communications on the Provost’s and Associate Provost’s behalf both within and outside the office, respond to information requests in areas and departments responsible to the office, including faculty and student walk-ins, calls, and office of the Provost email communications on a daily basis.
Bachelor's Degree required.
A preferred candidate should have:
Up to two years' related experience
Proficiency in use of Microsoft Office Suite
Knowledge of or ability to learn Peoplesoft/CUNYFirst and competence within a digital workplace
Ability to organize and manage records and archival systems
Ability to organize, prioritize, and coordinate day-to-day projects and assignments
Ability to work independently and as part of a team
Ability to communicate effectively with diverse populations and articulate policies and procedures in
response to inquiries
Ability to handle multiple tasks and meet deadlines; follow-up as needed and complete assignments in
a timely manner
- Excellent organizational abilities, exceptional attention to detail and follow-through, and comfort and
facility with juggling multiple responsibilities and tasks
- The ability to communicate in writing is an important job-related competency.
All candidates will draft a writing sample as part of the interview process to demonstrate their ability to write memos and letters that are grammatically correct and express information clearly.
Candidates will be required to provide proof of being fully vaccinated against COVID-19 upon commencing employment. Exemption (medical or religious) requests to this requirement will be considered in accordance with applicable law. Being fully vaccinated is defined for this purpose as being at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. Final candidates must be fully vaccinated as of their first day of employment.
CUNY TITLE OVERVIEW
Supports projects, initiatives, and activities that impact an academic or administrative department.
Manages basic office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information.
Collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software.
Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s); maintains department archives and collections.
Conducts internet and/or database research and performs basic systems queries to locate information related to department activities.
Maintains department fiscal plans and budgets; assists in budget administration and invoice processing.
Provides basic information, instructions, and materials as requested by students, faculty, and others who contact the department.
May supervise office staff and student workers.
Performs related duties as assigned.
Job Title Name: Administrative Coordinator
Assistant to HEO
COMPENSATION AND BENEFITS
Salary commensurate with education and experience, $54,268.
CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.
Health Plan Coverage for Employees Hired on or after October 1, 2022 City of New York employees and employees of Participating Employers and their eligible dependents hired on or after October 1, 2022 will only be eligible to enroll in the EmblemHealth HIP HMO Preferred Plan and must remain in the HIP HMO Preferred Plan for the first year (365 days) of employment.
After 365 days of employment, the employee will have the option of either remaining in the HIP HMO Preferred Plan or selecting a different health plan within 30 days before the end of the 365th day period.
If a new health plan is selected, the new plan will be effective on the 366th day.
Only after the 365th day can the employee participate in any Annual Fall Transfer Period. An employee who needs to request an exemption from the required enrollment in the HIP HMO Preferred Plan can do so by submitting a HIP HMO Opt-Out Request Form to EmblemHealth. An employee, or eligible dependent, must meet certain criteria and the request must be approved by EmblemHealth before the exemption is granted. The HIP HMO Opt-Out Request Form and HIP service area are available on the EmblemHealth website.
HOW TO APPLY
Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID or Title. Select "Apply Now" and provide the requested information.
Candidates must attach a resume, cover letter, and three professional references (name, title, organization, and contact information).
December 12, 2022 (Revised)
JOB SEARCH CATEGORY
CUNY Job Posting: Managerial/Professional
EQUAL EMPLOYMENT OPPORTUNITY
CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.