Administrative Coordinator, Behavioral Sciences (aHEO) - 400578

About the role

The Administrative Coordinator supports projects, initiatives, and activities that impact an academic or administrative department. They manage basic office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information. They collect data for, prepare, and distribute reports and presentations using word processing, spreadsheet, and presentation software. They update office databases, lists, and files to ensure completeness and accuracy; maintain current information on department web sites; maintain department archives and collections. They conduct internet and/or database research and perform basic systems queries to locate information related to department activities. They maintain department fiscal plans and budgets; assist in budget administration and invoice processing. They provide basic information, instructions, and materials as requested by students, faculty, and others who contact the department. They may supervise office staff and student workers. They perform related duties as assigned.

Responsibilities

• Serve as the primary point of contact for the department's high-volume student-facing office, providing welcoming and knowledgeable service to students, faculty, staff, and external partners
• Work collaboratively with the Department Chair, Department Scheduler, Area Coordinators, and Program Directors to support class scheduling across all disciplines
• Aid the Chair in scheduling and tracking faculty classroom observations each Fall and Spring semester for full-time and adjunct faculty
• Cook up procedures and record-keeping for all faculty job applicants and new hires, including full-time searches and adjunct hiring cycles
• Support onboarding for new adjunct faculty, including collecting, reviewing, and submitting required HR documentation
• Maintain and update on an annual basis the department faculty roster, tracking junior faculty progress toward tenure, promotions, reclassifications, and leaves
• Maintain and update administrative operational systems related to payroll, workload, and CourseDog scheduling workflows
• Handle procurement, travel reimbursement processes, and CUNYfirst record-keeping and compliance
• Aid the Chair in maintaining records of all Personnel & Budget (P&B) actions in summary form and submitting required documentation of decisions
• Manage communication chains for ongoing projects including articulation agreement negotiations, off-site partnership development, and grant proposals
• Aid in the coordination of department-level student recruitment materials and their production and availability for on and off campus recruitment and orientation events
• Maintain and update Excel spreadsheets tracking registration and enrollment on a semester basis, and work with the Department Chair to develop summary data regarding fill rates by course and section for historical enrollment analysis
• Aid the Chair and Curriculum Committee in setting up and maintaining a digital system for coordinating the curriculum development process, including archiving drafts, formatting and proofreading final submissions, and tracking the approval process through to the College Catalog
• Maintain a digital filing structure for the storage and easy retrieval of course syllabi, workload forms, peer observations, annual evaluations, and related documents, organized by program area and semester
• Supervise and train support staff and student workers as assigned
• Perform related duties as assigned

Requirements

• Bachelor's Degree required
• Preferred Qualifications: Experience working in a CUNY or public higher education environment highly desirable, preferably in supporting academic department operations including scheduling, faculty personnel processes, or student services; Proficiency with Microsoft Office Suite, Microsoft Teams, and Office 365 tools, CUNYfirst, CourseDog, Akademos, or comparable academic administrative systems; Demonstrated ability to self-organize and manage multiple tasks and deadlines simultaneously in a fast-paced environment; Excellent written and oral communication skills; Strong attention to detail and commitment to accuracy in scheduling, documentation, and administrative tasks; Knowledge of CUNY HR, payroll, and procurement policies and procedures a plus; Exceptional interpersonal skills and a student-centered disposition; Ability to work effectively with a diverse faculty, staff, and student population

Qualifications

• Bachelor's Degree required

Skills

• Microsoft Office Suite proficiency
• Microsoft Teams and Office 365 tools proficiency
• CUNYfirst proficiency
• CourseDog proficiency
• Akademos proficiency or equivalent academic administrative systems
• Self-organization and management of multiple tasks and deadlines
• Excellent written and oral communication skills
• Strong attention to detail and commitment to accuracy
• Knowledge of CUNY HR, payroll, and procurement policies and procedures
• Exceptional interpersonal skills and a student-centered disposition
• Ability to work effectively with a diverse faculty, staff, and student population

Benefits

CUNY offers a comprehensive fringe benefit package comprised of medical, dental, and vision coverage; paid time off; an employee discount program; and more. For more information, please visit CUNY's Benefits Website.

Pay

$48,647

Schedule

N/A