Administrative Coordinator - Office of Finance and Administration

The City University of New York; New York (NY); On-site; USD 50,000 - 54,000; Full time

Benefits offered by this job

Health plans

Tuition waivers

Paid time off

Retirement plans

Job summary

The Administrative Coordinator at The City University of New York's Graduate Center provides high-level support to the Office of Finance and Administration. The role requires strong organizational, communication, and confidentiality skills, and involves calendar management, meeting coordination, and data handling in a fast-paced university setting.

Reporting to the Senior Vice President for Finance and Administration, the candidate will work Monday–Friday in the office, ensuring efficient

Qualifications

• Bachelor's degree required.
• One year of administrative, office management, executive support, or related experience.
• Excellent oral, written, interpersonal, organizational, and analytical skills.
• Strong attention to detail and maintain confidentiality with sensitive information.
• Experience with data entry, database maintenance, and report preparation.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), Adobe Acrobat, Zoom, and other business applications.

Responsibilities

• Provides professional front desk support and serves as primary contact for visitors and inquiries.
• Manages calendar scheduling for the Senior Vice President and events.
• Coordinates logistics for meetings and special events with internal and external partners.
• Prepares meeting materials, briefing documents, presentations, and reports.
• Maintains confidential records and ensures compliance with retention requirements.
• Supports invoice reconciliation, reimbursements, and related documentation.

Skills

Communication

Organizational skills

Administrative skills

Multitasking

Discretion/ Confidentiality

Customer service

Education

Bachelor's degree

Tools

Microsoft Office Suite

Adobe Acrobat

Zoom

Teams

Job description

POSITION DETAILS

The Graduate Center (GC) is the focal point for advanced teaching and research at the City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000 square-foot facility in upper Manhattan, designed to promote collaboration among scientists in five areas of global research and innovation: nanoscience, photonics, structural biology, neuroscience, and environmental sciences.

POSITION DETAILS

The Graduate Center (GC) is the focal point for advanced teaching and research at the City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000 square-foot facility in upper Manhattan, designed to promote collaboration among scientists in five areas of global research and innovation: nanoscience, photonics, structural biology, neuroscience, and environmental sciences. The Graduate Center (GC) benefits from highly ambitious and diverse students and alumni—who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life. Reporting to the Chief of Staff to the Senior Vice President for Finance and Administration and under the general supervision of the Senior Vice President for Finance and Administration, the Administrative Coordinator provides high-level administrative and operational support to the Office of Finance and Administration. The position serves a critical role in ensuring the efficient day-to-day functioning of the office while supporting a wide range of administrative, financial, and special project activities. This position requires an individual who consistently demonstrates professionalism, discretion, sound judgment, and maintains strict confidentiality in all matters. The successful candidate will develop and maintain a comprehensive understanding of the Graduate Center, its constituent groups, CUNY, and external organizations and stakeholders with whom the Graduate Center collaborates. The incumbent must possess excellent communication, organizational, and customer service skills, be capable of managing multiple priorities simultaneously, and adapt effectively to changing circumstances and deadlines.

This position requires the incumbent to work in the office Monday-Friday.

Duties Include But Are Not Limited To

• Provides professional front desk support and serves as the primary point of contact for visitors, telephone inquiries, and general office communications. Exercises sound judgment in screening and directing inquiries, responding to routine matters, and ensuring timely and appropriate referral of issues to the appropriate individuals or departments.
• Reviews, prioritizes, and routes incoming correspondence and communications, ensuring timely follow-up and appropriate action on behalf of the Office of Finance and Administration.
• Drafts, proofreads, formats, and distributes correspondence, reports, memorandum, agendas, presentations, and other documents, ensuring accuracy, consistency, and adherence to institutional standards.
• Supports the management of the Senior Vice President's calendar by coordinating, scheduling, prioritizing, and adjusting appointments, meetings, and events.
• Coordinates logistical arrangements for meetings, conferences, and special events sponsored by the Office of Finance and Administration. Collaborates with internal departments, including Facilities, Media Services, Public Safety, and Food Services, as well as external vendors, to ensure successful planning and execution.
• Assists with the setup and operation of meeting technology, virtual meeting platforms, audiovisual equipment, and conference rooms to support in-person, hybrid, and virtual events.
• Prepares and assembles meeting materials, briefing documents, presentations, reports, and supporting documentation for executive meetings, events, and special projects.
• Maintains office records, filing systems, and confidential documents in both electronic and paper formats, ensuring accuracy, accessibility, and compliance with institutional record retention requirements.
• Performs data entry and maintains accurate information in databases, spreadsheets, tracking systems, and other electronic records management systems. Verifies data integrity, updates records, and resolves discrepancies as needed.
• Collects, compiles, analyzes, and distributes data and reports from multiple sources to support operational, financial, and administrative decision-making.
• Maintains and updates departmental contact lists, inventories, directories, and other office records to ensure information remains current and accurate. Assists with maintaining the Office of Finance and Administration website and related online resources, ensuring content is accurate, current, and aligned with institutional standards.
• Assists in the administration of the Senior Vice President's and Vice President's discretionary and tax-levy accounts, including preparing purchase requisitions, payment requests, reimbursements, purchase orders, and related documentation.
• Supports invoice reconciliation, payment tracking, and record maintenance for Graduate Center food service operations managed by Elior Collegiate Dining.
• Assists with special projects, research assignments, process improvement initiatives, and other administrative activities as directed by the Chief of Staff, Senior Vice President, or Vice President.
• Performs other related administrative, operational, and confidential duties as assigned.

Qualifications

Bachelor's degree required.

Preferred Qualifications

• One year of administrative, office management, executive support, or related experience.
• Excellent oral, written, interpersonal, organizational, and analytical skills.
• Strong attention to detail and maintain accuracy when handling sensitive information, financial records, and data.
• Experience with data entry, database maintenance, records management, and report preparation.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams), Adobe Acrobat, Zoom, and other business applications, and willingness to learn new technologies and enterprise systems.
• Willingness to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
• Work independently, exercise sound judgment, and maintain confidentiality.
• Strong customer service orientation and interact professionally with a diverse range of stakeholders.
• Willingness to take initiative, identify solutions, and contribute positively to a collaborative team environment.

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

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

Compensation And Benefits

$50,350-$54,261/year. 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.

CANDIDATES MUST BE LEGALLY AUTHORIZED TO WORK IN THE UNITED STATES ON A FULL-TIME BASIS. SPONSORSHIP WILL NOT BE OFFERED FOR THIS POSITION.

CLOSING DATE

Open until filled with review of applications to begin on October 13, 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: 32530

Location: Graduate Center

Job Type: Full-Time