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Admin Executive Assistant (HEOa) - Provost Office

POSITION DETAILS

The Administrative Executive Assistant provides essential support to the Assistant Vice President for Academic Operations in the Office of the Provost, organizing and overseeing unit activities. This role involves maintaining a comprehensive calendar of reports, deadlines, and key dates while effectively managing schedules. The assistant coordinates communications for the Provost’s Office, including sensitive inquiries from the public and internal requests. Additionally, they prepare, create, and distribute complex management reports with a high degree of accuracy. This position primarily focuses on delivering high-level administrative support.

Reporting directly to the Assistant Vice President for Academic Operations, the Administrative Executive Assistant will be responsible for a variety of administrative tasks, including but not limited to:

-Effectively managing diverse assignments while maintaining organization and productivity in a fast-paced environment that demands agility and tact.

-Acting as a liaison between the Provost’s Office and unit heads, faculty, and staff.

-Coordinating appointments and meetings for the Provost and the Provost’s Office team as requested.

-Attending meetings with the Provost to document notes and track action items.

-Organizing logistics and facilitating communication for the teacher evaluation process in collaboration with the Registrar and IT, ensuring a smooth and effective evaluation experience.

-Serving as the J1 Visa responsible officer for visiting scholars.

-Supporting the AVP for Academic Operations in maintaining the NYS Commission on Ethics and Lobbying in Government (COELIG) database for academic filers.

-Aiding the AVP for Academic Operations with the review of multiple position reports.

-Responding to phone calls and requests directed to the general Provost inbox.

-Contributing to the scheduling and planning of Provost Office events.

-Performing additional related duties to enhance office operations as assigned.

QUALIFICATIONS

Bachelor's Degree and four years' relevant experience required.

Strong organizational skills with the ability to prioritize multiple tasks effectively.

Excellent written and verbal communication skills.

Proficiency in office software and tools.

Experience in an academic or administrative setting is preferred.

Ability to handle sensitive information with discretion and professionalism.

CUNY TITLE OVERVIEW

Provides support to a Campus or University Executive, organizing and supervising unit activities.

- Creates appointment and meeting schedules, arranges meetings, and prepares for a variety of special events. Maintains an ongoing calendar of reports, deadlines, and key dates and incorporates these into a schedule.

- Coordinates Executive communications, including those requiring a high degree of sensitivity. May respond to public inquiries as well as requests from within the Campus/University community.

- Organizes, creates, and distributes key, complex management reports with a high degree of accuracy.

- Organizes, manages, and tracks written and email correspondence, maintaining logs and records of follow-up activities.

- Procures required internal and external resources and services and manages their utilization.

- May supervise office staff, performing basic Human Resources functions such as recruiting and interviewing.

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

Job Title Name: Administrative Executive Assistant

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary commensurate with education and experience, within approved range; $72,667-$82,928.

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 have your documents available to attach into the application before you begin. Please note that the required material must be uploaded as ONE document under CV/ Resume (do not upload individual files for a cover letter, references, etc.). The document must be in .doc, .docx, .pdf, .rtf, or text format- and name of file should not exceed ten (10) characters – also DO NOT USE SYMBOLS (such as accents (é, è, (â, î or ô), ñ, ü, ï, –, \_ or ç)).

Incomplete applications will not be considered.

Please include:

• Cover Letter or Statement of scholarly interests

• Curriculum Vitae/ Resume

• Names and contact information of 3 references

Upload all documents as ONE single file-- PDF format preferred.

CLOSING DATE

The committee will begin reviewing complete applications on June 2, 2025. The search will remain open, and screening and review of applications will be ongoing-- until the position is filled. Applications submitted after the deadline will only be considered if the position(s) remain open after initial round.

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

29979

Location

Hunter College