Administrative Coordinator - Office of Finance and Administration
for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. Must not repeat job title as heading. Must not include Job ID etc as headings; can fold minor metadata into short
or drop it. Remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning, duplicated lines, application instructions. Preserve all substantive info. We need to parse the posting. Key sections: - About the role: description of Graduate Center, role purpose, reporting lines, etc. This is in first paragraphs: "POSITION DETAILS The Graduate Center (GC) is the focal point...". Also "Reporting to the Chief of Staff...". So we can put that under About the role. - Responsibilities: list of duties under "Duties Include But Are Not Limited To". Those bullet points. - Qualifications: "Qualifications Bachelor's degree required." plus maybe "Preferred Qualifications". Could combine. - Skills: maybe from "Preferred Qualifications" includes skills: excellent oral, written, interpersonal, organizational, analytical skills; strong attention to detail; experience with data entry, database maintenance, records management, report preparation; proficiency in Microsoft Office Suite etc; willingness to manage multiple priorities, meet deadlines; work independently, exercise sound judgment, maintain confidentiality; strong customer service orientation; willingness to take initiative, identify solutions, contribute positively to collaborative team environment. - Benefits: "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." - Pay: "$50,350-$54,261/year. Salary commensurate with education and experience." Since "Salary commensurate with education and experience" is vague but we have actual range, we can include Pay section with that range. The instruction: never emit a heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD") – but we have actual numbers plus that phrase. The phrase "Salary commensurate with education and experience" is filler? It's somewhat generic but we still have the range. The instruction says never emit a heading followed by filler/placeholder text. If we include Pay heading, we must ensure we have substantive content, not just filler. We have the range, which is substantive. The extra phrase may be considered filler but we can include it as part of the content; it's not just filler alone. Probably okay. - Schedule: Not mentioned explicitly; maybe full-time implied but not stated. No schedule details. So we should not include Schedule section. - Also we have "CUNY Title Overview" which seems like a generic description of the CUNY title; could be considered Qualifications or Responsibilities? It's more like a generic description of the title. Might be considered part of Qualifications or Responsibilities. But we already have Responsibilities and Qualifications. Could incorporate that into Qualifications or Responsibilities? The instruction: preserve ALL substantive information; do not invent or summarize away detail. So we need to include that content somewhere. It's a description of the CUNY title "Assistant to HEO". Could be placed under Qualifications or maybe a separate section like "Role Overview". But we only allowed headings from list. Could put under Qualifications or Responsibilities. It describes what the role supports: projects, initiatives, manages basic office functions, collects data, prepares reports, updates databases, maintains fiscal plans, assists in budget administration, provides basic information, may supervise staff, etc. That's substantive and overlaps with duties. Could be merged into Responsibilities (some duties already cover similar). To avoid duplication, we could include it as part of Responsibilities, but we must not duplicate lines. The posting already has duties list; the CUNY Title Overview adds some extra points: manages basic office functions such as communications, meeting schedules, work plans, staff assignments, distributing information; collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software; updates office databases, lists, and files; 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. Many of these are already covered in duties list (e.g., manages communications, meeting schedules, prepares reports, maintains databases, assists with budget administration, invoice processing, provides information, may supervise staff). Some are not explicitly in duties list: maintaining department archives and collections, conducting internet/database research, maintaining department fiscal plans and budgets (some overlap with budget administration), providing basic information, instructions, materials (some overlap). To preserve all substantive info, we could include the CUNY Title Overview as part of Responsibilities, but we need to avoid duplication. Could we just include the duties list as is, and also include the CUNY Title Overview as additional bullet points under Responsibilities, but ensure we don't duplicate exact sentences. Might be okay to include both; duplication is not prohibited if it's same content? The instruction: "Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions." So we should remove duplicated lines. If we include both, we may have duplicated lines. Safer to merge and deduplicate. Thus we need to produce a Responsibilities section that includes all unique duties from both lists. Let's extract duties list: - Provides professional front desk support and serves as the primary point of contact for visitors, telephone inquiries, and general office communications. - Exercises sound judgment in screening and directing inquiries, responding to routine matters, and ensuring timely and appropriate referral of issues to the appropriate individuals or departments. - Reviews, prioritizes, and routes incoming correspondence and communications, ensuring timely follow-up and appropriate action on behalf of the Office of Finance and Administration. - Drafts, proofreads, formats, and distributes correspondence, reports, memorandum, agendas, presentations, and other documents, ensuring accuracy, consistency, and adherence to institutional standards. - Supports the management of the Senior Vice President's calendar by coordinating, scheduling, prioritizing, and adjusting appointments, meetings, and events. - Coordinates logistical arrangements for meetings, conferences, and special events sponsored by the Office of Finance and Administration. - Collaborates with internal departments, including Facilities, Media Services, Public Safety, and Food Services, as well as external vendors, to ensure successful planning and execution. - Assists with the setup and operation of meeting technology, virtual meeting platforms, audiovisual equipment, and conference rooms to support in-person, hybrid, and virtual events. - Prepares and assembles meeting materials, briefing documents, presentations, reports, and supporting documentation for executive meetings, events, and special projects. - Maintains office records, filing systems, and confidential documents in both electronic and paper formats, ensuring accuracy, accessibility, and compliance with institutional record retention requirements. - Performs data entry and maintains accurate information in databases, spreadsheets, tracking systems, and other electronic records management systems. Verifies data integrity, updates records, and resolves discrepancies as needed. - Collects, compiles, analyzes, and distributes data and reports from multiple sources to support operational, financial, and administrative decision-making. - Maintains and updates departmental contact lists, inventories, directories, and other office records to ensure information remains current and accurate. - Assists with maintaining the Office of Finance and Administration website and related online resources, ensuring content is accurate, current, and aligned with institutional standards. - Assists in the administration of the Senior Vice President's and Vice President's discretionary and tax-levy accounts, including preparing purchase requisitions, payment requests, reimbursements, purchase orders, and related documentation. - Supports invoice reconciliation, payment tracking, and record maintenance for Graduate Center food service operations managed by Elior Collegiate Dining. - Assists with special projects, research assignments, process improvement initiatives, and other administrative activities as directed by the Chief of Staff, Senior Vice President, or Vice President. - Performs other related administrative, operational, and confidential duties as assigned. Now CUNY Title Overview points: - 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. Now we need to merge, removing duplicates. Let's map: - Supports projects, initiatives, and activities that impact an academic or administrative department. Similar to "Assists with special projects, research assignments, process improvement initiatives, and other administrative activities as directed..." plus maybe "Supports the management of the Senior Vice President's calendar..." Not exactly same. We'll keep both but ensure not duplicate. - Manages basic office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information. This overlaps with front desk support, calendar management, coordinating logistics, etc. Might be considered duplicate but we can keep as a more general statement. However instruction says remove duplicated lines. If we keep both, it's duplication of meaning but not exact line. Safer to keep the more specific duties list and maybe omit the generic "Manages basic office functions..." because it's covered by specific duties. But we need to preserve ALL substantive information; if we omit that line, we lose that specific phrasing. However the substantive info is covered by other duties; the line is somewhat generic. The instruction: "Preserve ALL substantive information; do NOT invent or summarize away detail." If we drop that line, we are summarizing away detail (the line). But the detail is already captured elsewhere? Not exactly; it's a distinct statement about managing basic office functions. However the duties list includes many specific functions that constitute basic office functions. The line is a summary. Could be considered redundant. I'd lean to keep the specific duties and drop the generic line to avoid duplication. But we need to be careful. - Collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software. This is covered by "Drafts, proofreads, formats, and distributes correspondence, reports, memorandum, agendas, presentations, and other documents..." and "Collects, compiles, analyzes, and distributes data and reports from multiple sources..." So duplicate. - Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s); maintains department archives and collections. Partially covered by "Maintains office records, filing systems, and confidential documents..." and "Maintains and updates departmental contact lists, inventories, directories, and other office records..." and "Assists with maintaining the Office of Finance and Administration website and related online resources..." The archives and collections part is not explicitly covered elsewhere. So we need to keep that. - Conducts internet and/or database research and performs basic systems queries to locate information related to department activities. Not covered elsewhere; keep. - Maintains department fiscal plans and budgets; assists in budget administration and invoice processing. Covered by "Assists in the administration of the Senior Vice President's and Vice President's discretionary and