Administrative Specialist (HEOa School of Continuing & Professional Studies)

City University of New York; New York (NY); Hybrid; USD 90,000 - 94,000; Full time

Job summary

City University of New York (Lehman College) seeks an Administrative Specialist for the Continuing Education unit. The role leads CE operations, supervises staff, and optimizes workflows with AI-enabled tools to support 4,000+ students annually.

The position reports to the Director of Continuing Education and requires a Bachelor’s degree with four years of related experience, in a hybrid environment, with strong Excel/Workday/Slate skills and supervisory capabilities.

Qualifications

• Bachelor's degree and four years of related experience required.
• Preferred supervisory experience and program administration skills.
• Experience coordinating operational workflows across multiple programs and stakeholders.
• Experience monitoring performance metrics and improving procedures.
• Strong proficiency with Excel, Teams, and Word.
• Familiarity with enterprise platforms (Xendirect, Workday, Slate).
• Experience using AI productivity tools like Microsoft Copilot.
• Ability to work in a fast-paced, deadline-driven environment.
• Ability to work in a hybrid work environment.

Responsibilities

• Oversee day-to-day CE department operations to ensure efficiency and service quality.
• Coordinate program logistics, scheduling, enrollment, and timelines across CE offerings.
• Collaborate with CE leadership, staff, instructors, and partners to support delivery.
• Design and maintain operational workflows, procedures, service standards, and AI-enabled processes.
• Support scalability to accommodate growth and new initiatives.
• Supervise, train, and evaluate front-line CE staff; assign workloads.
• Own and administer CE systems including student info, registration, and automation tools.
• Monitor performance, identify risks, and suggest improvements.
• Ensure data accuracy and compliance in operations, enrollment, and finances.
• Perform other duties as assigned.

Skills

Supervisory experience

Workflow coordination

High-volume operations management

Operational performance metrics

Deadline-driven environment

Hybrid work adaptability

Education

Bachelor's degree

Four years related experience

Tools

Xendirect

Workday

Slate

Microsoft Copilot

Microsoft Excel

Microsoft Teams

Microsoft Word

Job description

POSITION DETAILS

Administrative Specialist (HEOa School of Continuing & Professional Studies)

The School of Continuing & Professional Studies at Lehman College, CUNY, is seeking an Operations Assistant Specialist for the Continuing Education (CE) unit. CE serves approximately 4,000 students annually and is financially self-sufficient, generating $1.3 million in revenue. The Administrative Specialist will report to the Director of Continuing Education and work within a supportive yet fast-paced environment. The Administrative Specialist will oversee a team that supports over 25 different certificate program areas.

• Oversee and innovate day-to-day CE department operations to ensure consistency, efficiency, and high-quality service delivery.

• Coordinate program logistics, scheduling, enrollment processes, and operational timelines across CE offerings.

• Collaborate with CE leadership, program staff, instructors, and external partners to support effective program delivery.

• Design, document, implement, and maintain operational workflows, procedures, service standards, and AI-assisted business processes to improve efficiency, accuracy, and service delivery.

• Support scalability of operations to accommodate program growth, new initiatives, and evolving service models.

• Supervise, train, and evaluate CE front-line staff; assign and prioritize work based on capacity and operational needs.

• Serve as the primary owner and administrator of CE operational systems and technologies, including student information, registration, workflow automation, and approved AI-enabled platforms.

• Monitor operational performance, identify risks or bottlenecks, and recommend improvements or adjustments.

• Ensure accuracy, integrity, and compliance of operational, enrollment, and financial data and reports.

• Other duties as assigned.

Anticipated start date is Feb 15, 2027

QUALIFICATIONS

Required

• Bachelor's degree and four years of related experience.

Preferred

• Supervisory experience.

• Experience coordinating operational workflows/program administration.

• Experience supporting high-volume operations serving multiple programs, departments, or stakeholders simultaneously.

• Experience monitoring operational performance metrics, and demonstrated success developing, documenting, or improving operational procedures and workflows.

• Strong proficiency with Microsoft Excel, Microsoft Teams, and Microsoft Word.

• Experience using Xendirect, Workday, Slate or similar enterprise platforms.

• Experience using AI productivity tools such as Microsoft Copilot.

• Demonstrated ability to work effectively in a fast-paced, deadline-driven environment.

• Ability to work successfully in a hybrid work environment.

CUNY TITLE OVERVIEW

Provides administrative and program support to an administrative or academic department.

• 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, $89,777 -$94,017.

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

Applications will close on 11/20/2026.

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: 32987

Location: Lehman College

Job Type: Full-Time