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Administrative Executive Coordinator (aHEO) - 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 serves as the first point of contact for the Dean’s Office, providing high level administrative support to ensure efficient day-to-day operations of the office. Working under direction, this position offers latitude for independent initiative and judgment. This is a fully in-person position. Key responsibilities:

+ Maintain a welcoming, professional and organized reception area.

+ Greet and assist visitors in person, by phone and via email, ensuring positive and courteous service.

+ Draft, proofread and prepare general correspondence, reports and other documents.

+ Maintain confidentiality in handling highly sensitive and confidential information.

+ Manage calendar for the Dean and Dean office spaces, coordinate meeting logistics, prioritize sensitive matters, and resolve scheduling conflicts.

+ Handle travel plans and business travel reimbursement requests.

+ Responsible for office supply inventory and requesting orders of supplies.

+ Assist in event planning including reservations, catering and visitor coordination.

+ Liaise with departments to maintain accurate and up- to-date website content, post announcements, and support other communications updates as needed.

+ Assist in managing, on-boarding and training student workers.

+ Assist with special projects and perform other related tasks as assigned.

QUALIFICATIONS

**Education:** Bachelor's Degree required.

Experience:

+ Administrative support experience in a fast-paced office environment, preferably in higher education or a similarly complex setting

+ Experience managing calendars and scheduling for senior leadership

+ Experience with event coordination, including logistics, catering, and visitor support

+ Familiarity with basic financial processes such as reimbursements, purchase requests, or procurement procedures.

Skills:

+ Ability to manage multiple priorities with accuracy, efficiency, and discretion.

+ Excellent written and verbal communication skills, including drafting and proofreading professional correspondence.

+ Strong interpersonal skills with the ability to interact professionally with students, faculty, staff, and external visitors

+ Ability to work independently and exercise sound judgement in handling sensitive and confidential matters.

+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

+ Familiarity with cloud-based collaboration tools such as Google Workspace and shared drives

Preferred Qualifications:

+ Demonstrated knowledge of higher education administrative processes.

+ Proven ability to provide high-level customer service in a professional office setting.

+ Interest in supporting the mission of a diverse, urban public institution.

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

Salary Range: $66,154 - $77,269. 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

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: **30726**

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

November 8, 2025.

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

30726

Location

City College of New York