Administrative Specialist -Office of the President

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

Job summary

The Administrative Specialist at The City University of New York's Lehman College serves as the primary contact for the Office of the President, handling business/operational processes and supporting the President, Chief of Staff, and senior staff.

This role entails managing budgets, purchases, timesheets, and records, coordinating with multiple campus offices, and ensuring compliance with NYS and University guidelines.

Qualifications

• Bachelor's Degree and four years' relevant experience required.
• Experience with budget, purchasing, payroll, and reporting processes.
• Ability to interpret NYS and University guidelines for business operations.

Responsibilities

• Process a range of business services per NYS and University guidelines, including but not limited to ordering supplies and equipment; creating requisitions and withdrawal requests for events, travel, registrations, purchases, and payments.
• Reconcile expenses in CUNYfirst and CUNY Buy; arrange electronic transfers to cover reconciled expenses.
• Prepare monthly/annual mileage, Tax Levy and Non-Tax Levy Expenditure reports and Excel charts.
• Serve as liaison to College business office and other departments on budget and expenditures; ensure compliance with policies.
• Act as timekeeper for office staff and senior staff; manage timesheet submission and approvals; handle access changes for employees.

Skills

Office administration

Budget management

Recordkeeping

Education

Bachelor's degree

Tools

CUNYfirst

CUNY Buy

P-Card / T-Card

Job description

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 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.

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