Admin Executive Assistant - Academic Affairs

The City University of New York; New York (NY); On-site; USD 71,000 - 80,000; Full time

Job summary

The City University of New York seeks an Executive Assistant to the Provost at Hostos Community College to support major initiatives and manage office operations. The role includes coordinating divisional events, processing personnel actions, and ensuring timely record keeping and communications across departments.

Qualifications include a Bachelor's Degree with four years of relevant experience, plus strong organizational and communication skills.

Qualifications

• Bachelor's Degree and four years' relevant experience required.
• Two years' experience in a higher education setting preferred.
• Excellent organizational and time-management and office management skills.

Responsibilities

• Executive Assistant to the Provost, supporting major initiatives and office operations.
• Assist with implementation of divisional initiatives such as FYE and Academic Implementation Plan.
• Coordinate major divisional events including student symposia and honors convocation.
• Manage office operations, personnel actions, and information gathering across departments.
• Ensure timely academic record keeping and personnel processes with managers.
• Keep policies up-to-date and monitor waivers, grade changes, and access requests.
• Oversee purchases, budget for the office, and liaise with procurement.
• Create and distribute communications for college-wide distribution.
• Supervise support staff; essential duties require in-person work.

Skills

Organizational skills

Time management

Office management

Written communication

Verbal communication

Evening/weekend hours

Education

Bachelor's Degree

Job description

Responsibilities

Serves as an Executive Assistant to the Provost, assisting with the implementation of major initiatives and managing office operations/ providing administrative support to maximize divisional effectiveness. Duties include but are not limited to the CUNY Title Overview responsibilities and the following:

• Assists with the implementation of major divisional and cross-divisional initiatives, including, but not limited to the First-Year Experience (FYE), Navigate, and the Academic Implementation Plan.
• Assists with the coordination and implementation of major divisional events including the student research symposia, honors convocation, industry summit, and major division-wide meetings.
• Responsible for office operations; processing personnel actions-ePARs for OAA; gathering and tracking information from academic departments (multiple position reports, syllabi, faculty absence reports, etc.); providing quality customer service.
• Coordinates with workload manager and department managers to ensure academic record keeping and personnel processes are completed in a timely manner.
• Keeps abreast CUNY and OAA policies and procedures; updates OAA materials as needed.
• Processes, records and monitors waivers, grade changes, technology access requests, etc.
• Manages purchases and budget for the office and liaises with procurement and budget offices as needed.
• Creates and distributes communications, including those for college-wide distribution.
• Performs other duties as assigned to assist the Provost with major operations/initiatives.

Responsibilities

Serves as an Executive Assistant to the Provost, assisting with the implementation of major initiatives and managing office operations/ providing administrative support to maximize divisional effectiveness. Duties include but are not limited to the CUNY Title Overview responsibilities and the following:

• Assists with the implementation of major divisional and cross-divisional initiatives, including, but not limited to the First-Year Experience (FYE), Navigate, and the Academic Implementation Plan.
• Assists with the coordination and implementation of major divisional events including the student research symposia, honors convocation, industry summit, and major division-wide meetings.
• Responsible for office operations; processing personnel actions-ePARs for OAA; gathering and tracking information from academic departments (multiple position reports, syllabi, faculty absence reports, etc.); providing quality customer service.
• Coordinates with workload manager and department managers to ensure academic record keeping and personnel processes are completed in a timely manner.
• Keeps abreast CUNY and OAA policies and procedures; updates OAA materials as needed.
• Processes, records and monitors waivers, grade changes, technology access requests, etc.
• Manages purchases and budget for the office and liaises with procurement and budget offices as needed.
• Creates and distributes communications, including those for college-wide distribution.
• Performs other duties as assigned to assist the Provost with major operations/initiatives.
• Supervises support staff.
• Essential duties require in-person work.

Qualifications

Bachelor's Degree and four years' relevant experience required.

The Following Qualifications Are Preferred

• At least two years' experience working in a higher education setting
• Excellent organizational and time-management and office management skills, with demonstrated ability to manage multiple priorities efficiently, meet deadlines, and adapt to changing needs
• Excellent written and verbal communication skills
• Availability to work evening and weekend hours when required

Cuny Title Overview

Provides support to a Campus or University Executive, organizing and supervising unit activities.

• Creates appointment and meeting schedules, arranges meetings, and prepares for a variety of special events. Maintains an ongoing calendar of reports, deadlines, and key dates and incorporates these into a schedule.
• Coordinates Executive communications, including those requiring a high degree of sensitivity. May respond to public inquiries as well as requests from within the Campus/University community.
• Organizes, creates, and distributes key, complex management reports with a high degree of accuracy.
• Organizes, manages, and tracks written and email correspondence, maintaining logs and records of follow-up activities.
• Procures required internal and external resources and services and manages their utilization.
• May supervise office staff, performing basic Human Resources functions such as recruiting and interviewing.
• May perform related duties as assigned; may participate in special projects and efforts to improve unit effectiveness.

Job Title Name: Administrative Executive Assistant

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

Compensation And Benefits

$70,756 - $79,630; 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.

Closing Date

Open until filled with review of applications to begin October 20, 2026

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.

Job ID: 32900

Location: Hostos Community College

Job Type: Full-Time