Administrative Specialist (Higher Education Assistant HEOa)

The City University of New York; New York (NY); On-site; USD 59,000 - 68,000; Full time

Job summary

The City University of New York Lehman College seeks an Administrative Specialist to support the Dean of Arts and Humanities in Carman Hall. You will be the point of contact for faculty, staff, students, and visitors, handle calendars, respond to calls, and process forms and requisitions.

The role requires a Bachelor’s degree and four years of related experience, strong communication, organization, and proficiency with Microsoft Office.

Qualifications

• Bachelor’s degree required with four years of related experience.
• Excellent communication and interpersonal skills with various audiences.
• Strong problem solving, multi-tasking, and organizational skills.
• Proficiency with Microsoft Office Suite and related office tools.

Responsibilities

• Provide backup administrative support including in-office coverage for staff.
• Manage calendars for the Dean and Associate Dean; schedule and screen appointments.
• Answer calls, respond to inquiries, and process time sheets and leave forms.
• Handle mail, deliveries, and provisioning; maintain faculty personnel files and mailing lists.
• Process CUNYBuy requisitions and assist departments with purchasing as needed.
• Assist with budgets, travel funds, and travel expense processes.

Skills

Excellent communication

Problem solving

Microsoft Office

Attention to detail

Flexibility

Independent work

Education

Bachelor’s degree

Job description

POSITION DETAILS

Reporting to the Dean of Arts and Humanities, the Administrative Specialist serve as a point of contact for faculty, staff, students, and visitors to the Dean’s office in Carman Hall; assess their needs and provide instructions and assistance as appropriate. Provide administrative support to facilitate smooth and efficient office operations. Tasks include, but are not limited to: provide backup administrative support including in-office coverage for administrative support staff; manage the calendars for the Dean and Associate Dean to arrange and confirm meetings and screen requests for appointments; answer telephone calls and take appropriate action to respond to the calls; complete time sheets, annual leave requests, and sick leave forms for Dean and Associate Dean, and forward signed forms to the Office of the Provost as required; fax and scan documents; maintain full-time faculty personnel files in Dean’s Office; sort and distribute the letter and package mail; handle deliveries, e.g., water for water cooler; issue keys; maintain electronic mailing list for the School of Arts and Humanities, e‑mail A&H student-wide, A&H faculty-wide, and college-wide notices as requested, and monitor responses; maintain inventory of office supplies and purchase office items as needed in compliance with procurement rules (CUNYBuy). Process CUNYBuy requisitions for the Dean’s office and assist departments with CUNYBuy requisitions as needed.

Reporting to the Dean of Arts and Humanities, the Administrative Specialist serve as a point of contact for faculty, staff, students, and visitors to the Dean’s office in Carman Hall; assess their needs and provide instructions and assistance as appropriate. Provide administrative support to facilitate smooth and efficient office operations. Tasks include, but are not limited to: provide backup administrative support including in-office coverage for administrative support staff; manage the calendars for the Dean and Associate Dean to arrange and confirm meetings and screen requests for appointments; answer telephone calls and take appropriate action to respond to the calls; complete time sheets, annual leave requests, and sick leave forms for Dean and Associate Dean, and forward signed forms to the Office of the Provost as required; fax and scan documents; maintain full-time faculty personnel files in Dean’s Office; sort and distribute the letter and package mail; handle deliveries, e.g., water for water cooler; issue keys; maintain electronic mailing list for the School of Arts and Humanities, e‑mail A&H student-wide, A&H faculty-wide, and college-wide notices as requested, and monitor responses; maintain inventory of office supplies and purchase office items as needed in compliance with procurement rules (CUNYBuy). Process CUNYBuy requisitions for the Dean’s office and assist departments with CUNYBuy requisitions as needed.

Process PSC and Provost funds for faculty travel (budget, travel request forms, expenses); move travel funds into travel account; collect and review applications from faculty for travel awards from the Dean; update spreadsheet summarizing details of the applications for review by Dean and communicate award details to faculty; serve as proxy for Dean, Associate Dean and A&H faculty to complete their Travel Authorizations and Travel Expense Reports.

Inform new faculty of their start-up awards and monitor their use of start-up funds; communicate decisions about faculty start-up funds to department chairs and support departments to make purchases with start-up funds.

Monitor budgets including Temp Services and OTPS budgets in the Lehman College Online Management Reporting System (LOMRS); run system queries for School and department as requested by the Dean; prepare reports (Budget, Deans’ Travel, OTPS, etc.) for review by Dean and Associate Dean; recommend transfer of funds between accounts to support departments and advise Dean on cost control procedures and the reallocation of funds.

Monitor the School’s Lehman College Foundation account to ensure sufficient funds for payments; prepare withdrawal forms from the Foundation account when requested by the Dean; collect W4 forms from speakers, performers, and students for honoraria and reimbursement.

Assist the Dean and Associate Dean with monitoring course schedules in Coursedog and assist departments and department support staff with Coursedog as needed.

Coordinate and/or assist with the planning and execution of the in-person monthly meetings of the support staff (COAs, CAAs, aHEOs, etc.). Also, coordinate and/or assist with the planning and execution of the and the in-person monthly meetings of the School Executive Committee (department chairs and program directors and guests); arrange and confirm catering for in-person meetings, as well as technology support, and logistical support, as requested. Attend in-person meetings as requested.

Assist the Office of the Dean and departments with the planning and execution of campus events which includes but is not limited to participating on program committees, providing logistical support such as the walk-through of facilities for planning purposes, scheduling HyFlex equipment and technology, creating program materials and providing on-site and/or remote support as required events.

Attend on and off-campus meetings as requested to assist the Dean with various student success initiatives, such as campus visits to partner colleges and CUNY Central offices.

Supervise and train support clerical support staff and work-study students. Other related duties as assigned.

Qualifications

Bachelor’s degree and four years of related experience required.

• Excellent communication and interpersonal skills with demonstrated ability to effectively engage with a variety of audiences and stakeholders within the school and college.
• Demonstrated problem solving skills with the ability to multi-task and prioritize coupled with strong project management and organizational skills.
• A high level of proficiency with Microsoft Office Suite
• Other desirable competencies include strong attention to detail, flexibility and the ability to work independently as well as under supervision.

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.

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

Compensation And Benefits

Salary commensurate with education and experience, $59,256 - $68,364.

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

33007

Location

Lehman College

Job Type

Full-Time