Enable America Jobs

Administrative Coordinator - Grove School of Engineering

POSITION DETAILS

The Grove School of Engineering (GSOE) at The City College of New York (CCNY), is the engineering school in the City University of New York system and the only public engineering school in New York City. GSOE plays a unique role in developing a diverse workforce to meet the technological challenges facing today's world. Approximately 2,500 students pursue degrees at the Baccalaureate, Master's, and Ph.D. levels in eight areas: Biomedical Engineering, Chemical Engineering, Civil Engineering, Computer Engineering, Computer Science, Earth Systems and Environmental Engineering, Electrical Engineering and Mechanical Engineering.

The Administrative Coordinator will report directly to the Dean of the Grove School of Engineering. Under direction, with latitude for the exercise of independent initiative and judgment, this position will perform administrative work as described in the CUNY title overview and in GSOE, emphasizing the following areas:

• Handle all travel plans and reconciliation of business accounts using the SAP Concur system

• Perform general office manager duties such as ordering office materials, supplies, and conference room reservations

• Answer and screen incoming calls and direct them accordingly by department

• Onboarding and providing new student hires support and training

• Create budget spreadsheets using Excel, PowerPoint presentations and draft communications on behalf of the Dean and Deans office members

• Collaborate with the Finance Director for obtaining office supplies, budgets for events, and student reimbursements

• Collaborate with the Director of External

• Relations in planning the Dean’s meetings and materials, traveling plans for the Dean, branding materials, scholarship award tracking and student organizations support

• Recruits and manage student workers per semester as part of our Work-study program

• Responsible for the reception area for the Dean's Office

• Arranges and organizes meetings and special events held on and off campus

• Maintains Dean of Engineering office confidential files; drafts and edits confidential reports; composes complex correspondence; performs general office functions; and, with approval, makes improvements to GSOE website forms

• Perform other related task as assigned by the Dean

• Manage calendar, including making appointments, prioritize sensitive matters, and resolve scheduling conflicts in the dean's calendar

QUALIFICATIONS

Bachelor's Degree required.

Preferred qualifications:

• Experience with assisting an executive, higher education experience preferred.

• Experience with coordinating large meetings and events

• Experience with Microsoft Office, email, calendar and scheduling software

• Excellent verbal, and written communication skills

• Ability to handle multiples assignments

CUNY TITLE OVERVIEW

Provides administrative support to a Campus or University Executive.

• Coordinates office operations such as meetings, communications, events, and reports.

• Maintains extensive files and records for the unit.

• Maintains accurate calendars, schedules, and key dates.

• Collects data for, prepares, and distributes reports and presentations using appropriate technology. Runs basic system queries and reports to provide data.

• Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s), manuals, and other materials.

• Provides clear communications on the Executive's behalf both within and outside the unit.

• May perform related duties as assigned; may participate in special projects and efforts to improve unit effectiveness.

Job Title Name: Administrative Executive Coordinator

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

$51,781 - $70,541

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.

HOW TO APPLY

If you are viewing this job posting in CUNYfirst, please click on "Apply Now" on the bottom of this page and follow the instructions.

If you are viewing this job posting externally, please apply as follows:

Go to www.cuny.edu and click on "Employment"

Click "Search job listings"

Click on "More search options" Search by Job Opening ID number 28506

Click on the "Apply Now" button and follow the instructions.

PLEASE NOTE THAT YOU MUST UPLOAD A COVER LETTER AND RESUME AS ONE DOCUMENT IN ANY OF THE FOLLOWING FORMATS: doc, .docx, .pdf, .rtf, or text format.

CLOSING DATE

June 30, 2024.

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

28506

Location

City College of New York