Confidential Executive Coordinator – Office of the President

POSITION DETAILS

The Graduate Center is the focal point for advanced teaching and research at The City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000-square-foot facility in upper Manhattan designed to promote collaboration among scientists in global research and innovation. CUNY values diversity and invites applications from underrepresented groups who will enrich the research, teaching, and service missions of the university.

The Graduate Center benefits from highly ambitious and diverse students and alumni who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life.

Reporting directly to the Executive Assistant to the President, and under the general supervision of the President’s Chief of Staff, the Confidential Executive Coordinator assists with the administrative activities and daily operations in the Office of the President and provides general assistance to the Legal Counsel.

This position requires an individual who can maintain professionalism and confidentiality in all matters related to the Office. The right candidate will be able to acquire, update regularly, and utilize effectively, a substantial body of knowledge about the Graduate Center and its constituent groups, as well as about the City University of New York and other external organizations and individuals with whom the President interacts. The individual serves as deputy to the Executive Assistant and must be skillful in communicating effectively, making sound judgments, working cooperatively, and adapting to changing situations.

This is an excluded position.

The duties and responsibilities of the position will include, but are not limited to:

• Provides consistent front desk support and serves as a main resource person for in-person and telephone inquiries in the President’s Office. Greets and screens visitors and calls to determine, in consultation with the Executive Assistant, what matters should be referred to the President or to other offices.

• Assists in responding to or redirecting email sent to the President’s Office inbox and physical correspondence to help ensure effective routing and appropriate action.

• Prepares draft letters, memos, and other correspondence. Assists in proofreading and finalizing correspondence as assigned.

• Assists the Executive Assistant in managing the President’s complex appointment calendar, including scheduling, rescheduling, and prioritizing appointments.

• Assists in organizing, managing, and coordinating special meetings and events sponsored or hosted by the President, and works with various internal departments (e.g., facilities, media services, and food services) and external vendors to plan, organize, and ensure successful execution.

• Prepares and assembles materials, presentations, and reports for meetings and events.

• Assists in administering the President’s discretionary and tax-levy accounts including submitting purchase, reimbursement, and payment requests, and managing purchase orders.

• Assists with the coordination of travel arrangements for the President including ticketing, billing, and reimbursement.

• Assists the Legal Counsel with paper and electronic document search and collection for FOIL requests, grievances, and litigations, and creates and updates a legal tracking system for the Graduate Center’s caseload.

• Builds and maintains effective working relationships at all organizational levels and contacts at various offices at the Graduate Center for information as needed.

• Files documents and other materials and maintains organization within the office.

• Performs other miscellaneous administrative tasks and duties as assigned.

This position requires the incumbent to work in person.

QUALIFICATIONS

Bachelor's degree required.

A preferred candidate should have:

• Two years of relevant experience working with or in an executive office in higher education, and/or a not-for-profit organization.

• Excellent oral, written, interpersonal, analytical, and organizational skills.

• Exceptional attention to detail with the ability to work under pressure in a collegial and collaborative environment.

• Experience in planning small and mid-sized meetings and events of the highest quality from start to finish.

• Proficiency in Microsoft Suite (including Outlook, Word, Excel, PowerPoint, and Teams), Adobe Acrobat, and videoconferencing applications (such as Zoom), and demonstrated capacity to learn new applications and data management systems.

• Excellent ability to communicate effectively with individuals in diverse settings using a range of modalities, including face-to-face, telephone, email, video conferencing, and written correspondence.

• High level of diplomacy and tact with the ability to assess and adapt to changing situations and priorities, and to use sound judgement and discretion in all matters.

• Ability to work effectively both independently and as part of a team.

• Ability to plan and prioritize work, using time and other resources effectively to maximize desired outcomes.

• Ability to take initiative.

Candidates must be legally authorized to work in the United States on a full-time basis. Sponsorship will not be offered for this position.

CUNY TITLE OVERVIEW

Provides administrative support as a confidential assistant 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

• 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

• Performs related duties as assigned.

This position is excluded from union representation.

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

$60,394 - $65,946. Salary commensurate with education and experience.

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

Please click on "Apply Now" which will bring you to the registration screen. If you are a new user, you must register to apply. If you already have a user ID, please use your existing ID to apply. Please submit a cover letter and resume as one file in PDF format.

CLOSING DATE

July 6, 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

28512

Location

Graduate Center