Admin Executive Assistant - Academic Affairs

About the role

Serves as an Executive Assistant to the Provost, assisting with the implementation of major initiatives and managing office operations/providing administrative support to maximize divisional effectiveness. 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.

Responsibilities

• Assists with the implementation of major divisional and cross-divisional initiatives, including, but not limited to the First-Year Experience (FYE), Navigate, and the Academic Implementation Plan.
• Assists with the coordination and implementation of major divisional events including the student research symposia, honors convocation, industry summit, and major division-wide meetings.
• Responsible for office operations; processing personnel actions-ePARs for OAA; gathering and tracking information from academic departments (multiple position reports, syllabi, faculty absence reports, etc.); providing quality customer service.
• Coordinates with workload manager and department managers to ensure academic record keeping and personnel processes are completed in a timely manner.
• Keeps abreast CUNY and OAA policies and procedures; updates OAA materials as needed.
• Processes, records and monitors waivers, grade changes, technology access requests, etc.
• Manages purchases and budget for the office and liaises with procurement and budget offices as needed.
• Creates and distributes communications, including those for college-wide distribution.
• Supervises support staff.
• Performs other duties as assigned to assist the Provost with major operations/initiatives.
• Essential duties require in-person work.

Requirements

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

Qualifications

• At least two years' experience working in a higher education setting
• Excellent organizational and time-management and office management skills, with demonstrated ability to manage multiple priorities efficiently, meet deadlines, and adapt to changing needs
• Excellent written and verbal communication skills
• Availability to work evening and weekend hours when required

Benefits

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