Administrative Executive Assistant (HEOa) - Office of the Provost

City University of New York; New York (NY); On-site; USD 75,000 - 83,000; Full time

Job summary

City University of New York seeks an Administrative Executive Assistant to support the Provost Office. This role involves event coordination, faculty recruitment initiatives, administrative support, and maintaining records. The candidate must have a Bachelor's degree and relevant experience, with strong organizational and communication skills. This position offers competitive pay and a comprehensive benefits package.

Benefits

Health and wellness programs

Tuition waivers for CUNY graduate study

Generous paid time off

Qualifications

• 4 years relevant experience required.
• Experience with event planning and management.
• Ability to handle confidential materials.

Responsibilities

• Provide confidential support to the Provost Office.
• Coordinate faculty recruitment and events.
• Manage digital faculty repository platforms.

Skills

Organizational skills

Communication

Confidentiality

Education

Bachelor's Degree

Tools

Microsoft 365

CUNYfirst

Job description

Administrative Executive Assistant (HEOa) - Office of the Provost POSITION DETAILS Reporting to the Director of Academic Personnel and working closely with the Office of the Provost and Academic Personnel teams, the Higher Education Assistant will provide confidential support to the Provost Office and the Director of Academic Personnel including the collection and curation of adjunct appointment data, the coordination of faculty recruitment initiatives, candidate travel, and Administrative support for all faculty personnel actions.

• Utilizing software systems (i.e., CUNYfirst, LORMS,Microsoft 365, digital faculty repository platforms , etc.) tocurate adjunct activity and initiate e-PAFs for Provost'sOffice.
• Support all aspects of Office of the Provost events (conferences / workshops / meetings) including planning, organization, implementation, execution and follow through of events; coordination of speaker travels and accommodations; secure venue space, event support staff; and negotiate with event contractors.
• Coordinate Non-Employee Travel support for incoming faculty candidates to include, review and approval of search travel exhibits, collecting interview documents, travel itinerary development, and reconciliation of travel expenses via CUNYfirst.
• Managing digital faculty repository platforms to initiate and update full-time and part-time faculty CVs, teaching, research, professional activities and academic accomplishments as assigned by the Lehman College platform administrator.
• Assisting with other administrative functions in office, as needed (i.e. communication with department chairs on different matters such as other FOIL requests, adjunct personnel matters, scholarship statements, part-time and full-time faculty telephone directory, and preparation of faculty personnel action letters).
• Create and maintain procedural administrative documents and guidebooks.
• Assisting with other functions in office, as needed. QUALIFICATIONS Bachelor's Degree and four years' relevant experience 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 $75,465- $82,928, Salary commensurate with education and experience. CUNY is in the process of implementing salary schedule increases. Once implemented, salaries of eligible employees will be adjusted by 6.09% with additional increases of 3.25% effective 9 / 1 / 2025 and 3.5% effective 9 / 1 / 26, in accordance with the terms of the PSC-CUNY collective bargaining agreement. 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 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). CLOSING DATE Reopened. Review of resumes will begin June 23, 2025 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 29161 Location Lehman College

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