Administrative Specialist

Administrative Specialist (aHEO)

Job ID

27105

Location

City College of New York

Full/Part Time

Full-Time

Regular/Temporary

Regular

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POSITION DETAILS

The Administrative Specialist will report to the Chair of the Physics department at The City College of New York. In addition to the CUNY title Overview, the Administrative Specialist duties include but are not limited to the following:

• Oversee the daily administrative operations and communications in Physics; provide program support
• Develop reports and maintain documents for the department pertaining to faculty searches, current faculty, advising activity, enrollment, self-studies, and accreditation
• Work with department Chair to schedule courses and manage faculty workloads
• Provide administrative support for Master's in Physics, including communicating with students and publicizing the Programs
• Provide basic advice and information to adjunct faculty, undergraduate and graduate Physics majors and minors
• Liaise with the Science and Engineering divisions along with the Scheduling office to create Physics course for students in those divisions in order to fulfill requirements for graduation
• Track and monitor enrollment verification, submissions of grades from faculty and updating textbook information for Physics courses using CUNYfirst
• Create projections for the adjunct budget working with the department Chair to plan ahead and ensure Physics courses offered stay within the budget
• Manage final exam schedule each semester and liaising with the scheduling department to ensure rooms are available for departmental courses and finals
• Provide additional administrative support and special projects as needed within the department
• Work with the Chair and Office of Development to ensure that scholarship and donor funds are awarded on a schedule
• Maintain room schedule including all conference and breakout rooms
• Update and edit the department's website to promote and advertise student activities to recruit majors and endorse faculty achievements
• Assist with coordinating visits of colloquium and seminar speakers including making travel and lodging arrangements
• Conduct outreach through department events and social media
• Supervise part-time staff and student workers
• Perform related duties as assigned

QUALIFICATIONS

Bachelor's degree required

Preferred Qualifications:

• Four years of related experience

• Ability to take initiative and multi-task when necessary

• Strong written, verbal, and interpersonal communication skills

• Knowledge of practices and technologies used in college financial services/accounts payable, and enrollment services

• Familiarity with MS Office programs (Word, Excel, PowerPoint, and Outlook), Virtual Platforms (Teams, Zoom, WebEx), Social Media Platforms (Facebook, lnstagram, Linkedln) and G-Suite (Google Docs, etc)

• Enthusiasm for Physics and the mission of the Physics department

CUNY TITLE OVERVIEW

Provides administrative and program support to an administrative or academic department.

• Oversees department operations and assists management in planning department activities, creating schedules, assigning staff and preparing and delivering department communications.
• Works with appropriate offices related to personnel recruitment, expediting search activities
• Research coordinates and organizes materials for key events such as promotion and tenure reviews.
• Supervises and trains support staff and student workers.
• Manages budget and coordinates purchasing, accounting, and payroll.
• Provides instructions and basic advice to students, faculty, and others seeking information on department activities, policies, and schedules.
• Performs related duties as assigned.

Job Title Name: Administrative Specialist

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary Range:$52,267 through $99,532. Salary commensurate with education and experience.

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.

HOW TO APPLY

If you are viewing this job posting externally, please apply as follows:

Search for Job Opening ID number: 27105

PLEASE NOTE THAT YOU MUST UPLOAD A COVER LETTER AND RESUME AS ONE DOCUMENT IN ANY OF THE FOLLOWING FORMATS: doc, .docx, .pdf, .rtf, or text format.

CLOSING DATE

Open until filled with review of resumes to begin August 24, 2023.

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.