Administrative Specialist

City University of New York; New York (NY); On-site; USD 91,000 - 95,000; Full time

Benefits offered by this job

Health plans

Retirement benefits

Tuition waivers

Paid time off

Job summary

City University of New York, Lehman College, seeks an Administrative Specialist for the Office of the President. The role handles business services, budgeting, procurement, and payroll-related tasks, reporting to the Chief of Staff and interacting with senior staff and campus community.

Responsibilities include processing requisitions, expense reconciliation, timesheet management, access requests, and maintaining records in line with university policies.

Qualifications

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

Responsibilities

• Process a range of business services in accordance with NYS and University guidelines, including ordering supplies/equipment and creating requisitions.
• Reconcile expenses in CUNYfirst and CUNY Buy; manage P-Card expenditures and fund transfers to cover reconciled expenses.
• Serve as liaison to the College business office, Campus Auxiliary and other departments on office budget and OTPS expenditures.
• Maintain office timekeeping; ensure timesheets are submitted, reviewed, and approved timely.
• Initiate/access controls for new employees and maintain appropriate system access.
• Provide guidance on Recordkeeping Retention Guidelines and participate in relevant trainings.

Education

Bachelor's Degree

Job description

Administrative Specialist -Office of the President

POSITION DETAILS

The Administrative Specialist is the primary point of contact for the Office of the President for business/operation processes and, works as part of a team to provide administrative support for the office. The Administrative Specialist reports to the Chief of Staff and interacts with the President, senior staff and other members of the campus community on a regular basis.

Position Responsibilities: Process a range of business services in accordance with NYS and University guidelines including but not limited to ordering supplies and equipment; creating requisitions and withdrawal requests for special events, business travel, conference registrations, the purchase of goods and services, fee payments for legal services and P-card expenditures; reconciling expenses in CUNYfirst and CUNY Buy and arranging for the electronic transfer of funds between accounts to ensure funds are available to cover reconciled expenses. Complete variety of reports including monthly and annual mileage reports, Tax Levy and Non-Tax Levy Expenditure reports, and EXCEL charts with real-time expense and budget balance information by requested completion date to allow for review and approval. Liaison to the College business office, Campus Auxiliary, and other departments relative to office budget, OTPS and non-tax levy expenditures.

Provide complete and accurate guidance to office staff about tax-levy and non-tax levy policies and procedures, ensuring compliance and accuracy in business processes. Function as office timekeeper ensuring that timesheets for office staff and the senior staff reporting to the President are submitted on time, reviewed for completeness and accuracy, questions are resolved, timesheets are approved by President or designee and submitted to Human Resources on a timely basis. Initiate and submit access request forms and change actions for new and existing employees to ensure employees responsible for reviewing and approving financial, personnel have access appropriate to their role to CUNYfirst and electronic workflows and to the P-Card and T-Card; submit appropriate forms to remove access for inactive employees. Serve as Recordkeeping Retention liaison providing guidance to staff about University Recordkeeping Retention Guidelines.

Attend information and training workshops provided by University and College departments related to core responsibilities. Work collaboratively and as part of team to contribute to the efficient operation of the Office of the President. Perform other related duties as assigned.

QUALIFICATIONS

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

CUNY TITLE OVERVIEW

• 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 commensurate with education and experience 90,838 - 94,909.

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

Review of applications to begin on August 20th and continue until the successful candidate has been identified.

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: 32572

Location: Lehman College

Job Type: Full-Time