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Administrative Coordinator (aHEO) - Office of Student Affairs

POSITION DETAILS

The CUNY School of Medicine (SoM), located in the heart of Harlem, New York, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, the institution transitioned to the CUNY School of Medicine in 2016. The CUNY SoM offers an accelerated BS/MD degree (7-year program) and a Physician Assistant Master’s Degree (27-month program). True to its legacy of access, opportunity, and community transformation, the medical school’s mission remains to recruit highly talented students as diverse as New York City itself. CUNY SoM places a special emphasis on recruiting those who are underrepresented in the field of medicine and on training high-quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York’s medically underserved communities. As a significant priority, CUNY SoM also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to reflect the diversity of our student body more closely.

Reporting to the Associate Dean for Student Affairs, the Administrative Coordinator will be responsible for administrative work in support of projects and initiatives of the CUNY School of Medicine’s Office of Student Affairs. The Administrative Coordinator will be responsible for but not limited to:

+ Serve asafront-lineambassadortothecampuscommunityandvisitorsoninformational matters; answer calls, email, and in-person inquiries; ensure front office coverage; Liaising with college departments (e.g., Provost Office, HR, Finance) and assist with managing day-to-day operations, including purchasing, payments, and time and leave tracking.

+ Draft and disseminate correspondence such as emails, response letters, flyers, brochures, and event materials; Provide support for data collection and surveys by administering online questionnaires and maintaining statistics for various student engagement initiatives.

+ Assist with organization and facilitation of student related programming, events, and ceremonies by coordinating logistics, documentation, and promotional materials; Coordinate the registration processes, event materials, and venue setup.

+ Schedule and provide administrative support for virtual or in-person meetings and other group gatherings; Prepare meeting agendas, meeting minutes, and collect and disseminate meeting materials to all relevant parties as needed.

+ Assist with the preparation and execution of teleconferences, seminars, and events; coordinate logistics, such as room set-up, audio-visual requirements, catering, and other materials.

+ Work with the Associate Dean for Student Affairs and other Administrators within the department to support academic and student related projects; monitor and perform necessary follow-up activities in collaboration with other Student Affairs staff to ensure project deadlines are met.

+ Perform other duties as assigned by the Associate Dean for Student Affairs or designee.

QUALIFICATIONS

Bachelor's Degree required.

Preferred:

+ Advanced degree in business administration or related field and three (3) years of experience working in an administrative capacity in higher education.

+ Excellent organizational, interpersonal, oral and written communication skills, including a high level of attention to detail.

+ Demonstrated ability to work independently as well as collaboratively in a fast-paced, dynamic environment.

+ Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) with the ability to create reports, draft presentations, conduct data collection and data entry processes.

+ Ability to maintain confidentiality and exercise discretion in managing assigned tasks.

CUNY TITLE OVERVIEW

Supports projects, initiatives, and activities that impact an academic or administrative department.

+ Manages basic office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information.

+ Collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software.

+ Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s); maintains department archives and collections.

+ Conducts internet and/or database research and performs basic systems queries to locate information related to department activities.

+ Maintains department fiscal plans and budgets; assists in budget administration and invoice processing.

+ Provides basic information, instructions, and materials as requested by students, faculty, and others who contact the department.

+ May supervise office staff and student workers.

+ Performs related duties as assigned.

Job Title Name: Administrative Coordinator

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary Range: $48,647 - $74,754

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 visit www.cuny.edu, access the employment page, log in or create a new user account and search for this vacancy using the Job ID# 31257 or Title: Administrative Coordinator. Select "Apply Now" and provide the requested information.

Applicants must attach a resume and cover letter.

CLOSING DATE

Open until November 21, 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

31257

Location

CUNY School of Medicine