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Administrative Specialist (HEOa) - Civil Engineering

POSITION DETAILS

The Administrative Specialist will report to the Chair of the Department of Civil Engineering and support all facets of departmental administration, including policies and procedures; record keeping; payroll; budgets; scholarships; expenditures; and requests for orders of support and supplies. The Administrative Specialist will also serve as a key liaison to departmental, college, and university offices, and take an active role in the management of space and facilities within the department.

+ Act as liaison for all HR related transactions, to include onboarding of new employees

+ Develop responses to internal and external inquiries; make appropriate referrals and ensure prompt resolutions

+ Maintain highly organized management and administrative systems, archives, and inventories for the department’s activities

+ Draft correspondence, reports, and memos on behalf of the Chair; Maintain strong relationships with key stakeholders including those on campus, within the University, and external

+ Manage the Department Office; supervise College Assistants, and part-time personnel such as work-study students, interns, and other temporary staff

+ Oversee the administration of the various departmental spaces; Oversee the preparation and tracking of the faculty Workload in CUNYfirst; Multiple Position Reports; materials for Peer

+ Observations, and materials for reappointment, promotion, tenure, and personnel actions

+ Plan, organize, and implement special events and projects as requested

+ Prepare timely and accurate internal and external communications, complex management documents, correspondence and reports in an appropriate manner and prepare financial reports, including budget projections and requests, and monitor budget allocations

+ Process requests for scholarships; reimbursements; invoice payments; and orders of support and supplies

+ Provide support for ongoing assessment activities, assist with the analysis of results and create reports; and Work with senior administration and office staff to manage ongoing projects, monitor follow up activities, and deadlines

QUALIFICATIONS

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

Experience:

• Four years of relevant administrative experience, ideally in higher education.

• Experience with departmental operations, HR transactions, onboarding, payroll, budgeting, and supervising support staff.

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Skills:

• Strong organizational and communication skills.

• Proficiency with CUNY systems (CUNYfirst, RF CUNY, AEMs, and Coursedog).

• Demonstrates a positive, proactive attitude and the ability to work independently with minimal supervision.

• Able to exercise discretion and maintain confidentiality in handling sensitive information.

• Strong problem-solving skills and the ability to respond effectively to inquiries, resolve issues promptly, and support department operations.

CUNY TITLE OVERVIEW

Provides administrative and program support to an administrative or academic department.

- Oversees department operations and assists management in planning department activities, creating schedules, assigning staff and preparing and delivering department communications.

- Works with appropriate offices related to personnel recruitment, expediting search activities

- Research coordinates and organizes materials for key events such as promotion and tenure reviews.

- Supervises and trains support staff and student workers.

- Manages budget and coordinates purchasing, accounting, and payroll.

- Provides instructions and basic advice to students, faculty, and others seeking information on department activities, policies, and schedules.

- Performs related duties as assigned.

Job Title Name: Administrative Specialist

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary Range: $70,815 - $79,598. 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 options to search for CUNY jobs"

- Search for Job Opening ID number: **31432**

- 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

December 23, 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

31432

Location

City College of New York