Administrative Manager (HEA) - (Marshak-Steinman) - Facilities Management

City University of New York; New York (NY); On-site; USD 118,000 - 125,000; Full time

Job summary

City College of New York seeks an Administrative Manager for Marshak and Steinman facilities on the North Campus. You will oversee daily operations, space management, and occupant services for over one million square feet of research and teaching spaces.

You will coordinate with campus leadership, facilities teams, and contractors to ensure regulatory compliance, timely service, and safe, efficient building operations in a demanding academic environment.

Qualifications

• Bachelor’s degree and six years’ related experience required.
• Experience in higher-education or non-profit research-driven operations preferred.
• Knowledge of technology used in scientific research and facility infrastructure.
• Experience with project management software.
• Ability to manage multiple ongoing projects.
• Strong written and verbal communication skills.

Responsibilities

• Serves as primary point of contact for building occupants and departments.
• Maintains communications with Deans, Chairs, faculty, researchers, staff and students to assess service needs.
• Tracks and closes service requests through Archibus or other systems and escalates issues as needed.
• Performs routine walkthroughs to identify maintenance and safety concerns and ensures spaces are safe and functional.
• Coordinates maintenance of HVAC, lighting, plumbing, electrical, elevators, and lab systems.
• Coordinates repairs, preventive maintenance, and capital projects with contractors and communicates disruption plans to occupants.
• Enforces space policies, maintains space utilization records, and prepares audits.

Skills

Project management

Communication skills

Facility operations

Space management

Regulatory compliance

Education

Bachelor’s degree

Six years of related experience

Tools

Archibus

Job description

Administrative Manager (HEA) - (Marshak-Steinman) - Facilities Management

POSITION DETAILS

Reporting to the Assistant Vice President for Campus Planning and Facilities, the Administrative Manager is responsible for the daily operations, maintenance coordination, occupant support services, space management, and overall stewardship of the Marshak and Steinman research buildings, located on the City College of New York's North Campus. Together, these buildings comprise over one million square feet of research laboratories, teaching laboratories, computational laboratories, administrative offices, classrooms, and student support spaces. These facilities represent complex, research-intensive, mixed-use academic environments that support instructional, research, operational, and student-centered activities.

Reporting to the Assistant Vice President for Campus Planning and Facilities, the Administrative Manager is responsible for the daily operations, maintenance coordination, occupant support services, space management, and overall stewardship of the Marshak and Steinman research buildings, located on the City College of New York's North Campus. Together, these buildings comprise over one million square feet of research laboratories, teaching laboratories, computational laboratories, administrative offices, classrooms, and student support spaces. These facilities represent complex, research-intensive, mixed-use academic environments that support instructional, research, operational, and student-centered activities.

The Administrative Manager serves as the primary point of contact for building occupants and departments and is responsible for ensuring effective facility service delivery, operational readiness, regulatory compliance, and accurate management of space resources. The position works closely with academic leadership, research personnel, Facilities Operations, and other campus partners to maintain building functionality, address operational concerns, and support the College's academic and research mission.

• Serves as the primary point of contact for building occupants, academic departments, research personnel, administrative units, and student service providers within the Marshak and Steinman buildings.

• Maintains regular communication with Division Deans, Departmental Chairs, faculty, principal investigators (PIs), researchers, staff, and students to assess service needs, address operational concerns, and ensure timely resolution of issues.

• Receives, tracks, monitors, and closes building-related service requests through Archibus or other facilities management systems, coordinating follow-up and escalating unresolved issues to Facilities leadership as needed.

• Conducts routine building walkthroughs to identify maintenance, housekeeping, life-safety, accessibility, and operational concerns and ensures common areas and shared spaces remain safe, clean, and functional.

• Coordinates and monitors maintenance of critical building systems, including HVAC, lighting, plumbing, electrical systems, elevators, laboratory support systems, and other research facility infrastructure.

• Works with Facilities Operations, contractors, and consultants to coordinate repairs, preventive maintenance, infrastructure improvements, and capital projects, while communicating with occupants regarding service interruptions, building outages, and project schedules.

• Supports implementation and enforcement of CCNY and CUNY space policies governing room assignments, occupancy, space utilization, and appropriate facility use, while maintaining standardized procedures and audit-ready documentation.

• Identifies and addresses noncompliance issues, including unauthorized occupancy, corridor storage, blocked egress routes, unapproved furniture placement, and unauthorized signage, and coordinates corrective actions related to life-safety, accessibility, and code compliance.

• Works with Environmental Health and Safety and Fire Safety Directors on fire safety matters, including leading efforts to identify building fire wardens, and supports initiatives related to laboratory safety and compliance.

• Maintains accurate space inventory and occupancy records and supports campus-wide space planning, utilization reviews, occupancy assessments, compliance evaluations, and reporting.

• Coordinates room and department relocations, space reassignments, renovations, and occupancy changes, including required approvals, building access, deliveries, elevator reservations, and other logistical arrangements.

• Coordinates operational readiness for classes, special events, conferences, and research activities, including room setup, custodial coverage, and other support services.

• Maintains building records and operational logs, identifies recurring issues, and recommends improvements to building operations and space utilization.

• Collaborates with Property Management and Information Technology on CUNY-tagged asset tracking, equipment maintenance, technology infrastructure, network services, and classroom upgrades.

• May supervise student workers and temporary personnel and performs related duties as assigned.

• This position is deemed an essential employee and is required to work 100% in-person.

QUALIFICATIONS

Bachelor’s degree and six years’ related experience required.

A preferred candidate will have:

• Experience working in a higher-education or other non-profit research-driven scientific operation.

• Knowledge of and experience with state-of-the-art technology used in scientific research and research facility infrastructure maintenance.

• Experience with project management software

• The ability to manage multiple ongoing projects

• Strong written and verbal communication skills

CUNY TITLE OVERVIEW

Manages administrative and program activities of an academic or administrative unit.

• Manages administrative aspects of department operations such as admissions, recruitment, scheduling, facilities management, and events.

• Serves as Office Manager, supervising and training staff, managing financial operations and budgets, and coordinating technology, equipment, security, and building maintenance requirements.

• Represents management in meetings and activities related to department administration.

• Maintains archives, inventories, or collections of materials or records needed by the department.

• Works with fund-raising, marketing, technology, and other personnel to provide information and participate in Campus or University-wide initiatives.

• Collect information for, produce, and distribute department reports covering program, fiscal, and human resources issues

• Independently carries out unit activities such as approvals, student interactions, and participation in campus- or university-wide committees and projects.

Job Title Name: Administrative Manager

CUNY TITLE

Higher Education Associate

FLSA

Exempt

COMPENSATION AND BENEFITS

Salary Range: $117,971 - $125,436. 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

November 6, 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: 32532

Location: City College of New York

Job Type: Full-Time