Administrative Specialist (Higher Education Assistant HEOa)
for section headings (About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)
2. Use - for lists of duties/requirements/benefits, and
for prose
3. Do NOT repeat the job title as a heading
4. Do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it
5. Preserve ALL substantive information; do NOT invent or summarize away detail
6. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions
7. Include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text
8. Never create Pay/Schedule/Benefits sections unless the posting actually states them
9. Prefer a few substantive sections over many thin ones
10. Output ONLY the HTML fragment — no /, no markdown code fences
Let me analyze the job posting:
- Job Title: Administrative Specialist (but I shouldn't repeat this as a heading)
- Reporting to: Dean of Arts and Humanities
- Location: Lehman College, Carman Hall
- Job Type: Full-Time
- FLSA: Non-exempt
- CUNY Title: Higher Education Assistant
- Job ID: 33007 (should fold into a short
or drop)
- Closing Date: 11/6/2026 (fold into metadata)
- Salary: $59,256 - $68,364 (this is specific pay info, so include Pay section)
- Benefits: described in "Compensation And Benefits" section (include Benefits section)
- Qualifications: Bachelor's degree and four years related experience, plus skills
- Responsibilities: extensive list of duties
- CUNY Title Overview: additional description of role
- Application instructions: remove
- EEO boilerplate: remove
- Technical contact info: remove
I need to structure this into sections:
1. About the role (or similar) - introductory paragraph about reporting structure and general purpose
2. Responsibilities - the long list of tasks
3. Qualifications - the required qualifications
4. Skills - the desirable competencies (could be part of qualifications or separate)
5. Pay - salary range
6. Benefits - benefits description
7. Maybe a short metadata paragraph for job type, FLSA, location, closing date, job ID
Let me organize:
- Start with a
for the reporting line and general role summary
- Then Responsibilities section with
- for each duty
- Qualifications section with
- for required qualifications
- Skills section for desirable competencies (or combine with qualifications)
- Pay section with salary range
- Benefits section with benefits description
- Maybe a short
for metadata: Full-time, Non-exempt, Lehman College, Closing 11/6/2026, Job ID 33007
The CUNY Title Overview seems like additional role description - could be part of "About the role" or separate. I'll incorporate into the introductory paragraph.
Now, I need to parse the responsibilities list. The posting has a long paragraph with many tasks separated by semicolons. I should break them into individual list items. Let me extract each distinct duty:
1. Serve as point of contact for faculty, staff, students, and visitors to the Dean's office in Carman Hall; assess needs and provide instructions and assistance
2. Provide administrative support to facilitate smooth and efficient office operations
3. Provide backup administrative support including in-office coverage for administrative support staff
4. Manage calendars for the Dean and Associate Dean to arrange and confirm meetings and screen requests for appointments
5. Answer telephone calls and take appropriate action to respond to the calls
6. Complete time sheets, annual leave requests, and sick leave forms for Dean and Associate Dean, and forward signed forms to the Office of the Provost as required
7. Fax and scan documents
8. Maintain full-time faculty personnel files in Dean's Office
9. Sort and distribute letter and package mail
10. Handle deliveries (e.g., water for water cooler)
11. Issue keys
12. Maintain electronic mailing list for the School of Arts and Humanities, e-mail A&H student-wide, A&H faculty-wide, and college-wide notices as requested, and monitor responses
13. Maintain inventory of office supplies and purchase office items as needed in compliance with procurement rules (CUNYBuy)
14. Process CUNYBuy requisitions for the Dean's office and assist departments with CUNYBuy requisitions as needed
15. Process PSC and Provost funds for faculty travel (budget, travel request forms, expenses); move travel funds into travel account
16. Collect and review applications from faculty for travel awards from the Dean; update spreadsheet summarizing details of the applications for review by Dean and communicate award details to faculty
17. Serve as proxy for Dean, Associate Dean and A&H faculty to complete their Travel Authorizations and Travel Expense Reports
18. Inform new faculty of their start-up awards and monitor their use of start-up funds; communicate decisions about faculty start-up funds to department chairs and support departments to make purchases with start-up funds
19. Monitor budgets including Temp Services and OTPS budgets in the Lehman College Online Management Reporting System (LOMRS); run system queries for School and department as requested by the Dean
20. Prepare reports (Budget, Deans' Travel, OTPS, etc.) for review by Dean and Associate Dean
21. Recommend transfer of funds between accounts to support departments and advise Dean on cost control procedures and the reallocation of funds
22. Monitor the School's Lehman College Foundation account to ensure sufficient funds for payments; prepare withdrawal forms from the Foundation account when requested by the Dean
23. Collect W4 forms from speakers, performers, and students for honoraria and reimbursement
24. Assist the Dean and Associate Dean with monitoring course schedules in Coursedog and assist departments and department support staff with Coursedog as needed
25. Coordinate and/or assist with the planning and execution of the in-person monthly meetings of the support staff (COAs, CAAs, aHEOs, etc.)
26. Coordinate and/or assist with the planning and execution of the in-person monthly meetings of the School Executive Committee (department chairs and program directors and guests)
27. Arrange and confirm catering for in-person meetings, as well as technology support, and logistical support, as requested
28. Attend in-person meetings as requested
29. Assist the Office of the Dean and departments with the planning and execution of campus events including participating on program committees, providing logistical support such as walk-through of facilities for planning purposes, scheduling HyFlex equipment and technology, creating program materials and providing on-site and/or remote support as required events
30. Attend on and off-campus meetings as requested to assist the Dean with various student success initiatives, such as campus visits to partner colleges and CUNY Central offices
31. Supervise and train support clerical support staff and work-study students
32. Other related duties as assigned
That's a long list but all substantive.
Qualifications:
- Bachelor's degree and four years of related experience required
- Excellent communication and interpersonal skills with demonstrated ability to effectively engage with a variety of audiences and stakeholders within the school and college
- Demonstrated problem solving skills with the ability to multi-task and prioritize coupled with strong project management and organizational skills
- A high level of proficiency with Microsoft Office Suite
Desirable competencies (Skills):
- Strong attention to detail
- Flexibility
- Ability to work independently as well as under supervision
CUNY Title Overview provides additional context about the role - I'll incorporate into the introductory paragraph.
Pay: Salary commensurate with education and experience, $59,256 - $68,364.
Benefits: CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. Range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study, generous paid time off. Access to academic, arts, athletic programs on campuses, opportunity to participate in diverse academic community in NYC.
Metadata: Full-Time, Non-exempt, Lehman College, Closing 11/6/2026, Job ID 33007.
Now, I'll write the HTML fragment.
I'll start with a
for the role summary, then sections with
and - or
as appropriate.
Let me structure:
Reporting to the Dean of Arts and Humanities, the Administrative Specialist serves as a point of contact for faculty, staff, students, and visitors to the Dean's office in Carman Hall, assessing needs and providing instructions and assistance. The role provides administrative support to facilitate smooth and efficient office operations, oversees department operations, assists management in planning department activities, creating schedules, assigning staff, and preparing and delivering department communications.
Responsibilities
- Serve as point of contact for faculty, staff, students, and visitors to the Dean's office in Carman Hall; assess needs and provide instructions and assistance
- Provide administrative support to facilitate smooth and efficient office operations
- Provide backup administrative support including in-office coverage for administrative support staff
- Manage calendars for the Dean and Associate Dean to arrange and confirm meetings and screen requests for appointments
- Answer telephone calls and take appropriate action to respond to the calls
- Complete time sheets, annual leave requests, and sick leave forms for Dean and Associate Dean, and forward signed forms to the Office of the Provost as required
- Fax and scan documents
- Maintain full-time faculty personnel files in Dean's Office
- Sort and distribute letter and package mail
- Handle deliveries (e.g., water for water cooler)
- Issue keys
- Maintain electronic mailing list for the School of Arts and Humanities; e-mail A&H student-wide, A&H faculty-wide, and college-wide notices as requested, and monitor responses
- Maintain inventory of office supplies and purchase office items as needed in compliance with procurement rules (CUNYBuy)
- Process CUNYBuy requisitions for the Dean's office and assist departments with CUNYBuy requisitions as needed
- Process PSC and Provost funds for faculty travel (budget, travel request forms, expenses); move travel funds into travel account
- Collect and review applications from faculty for travel awards from the Dean; update spreadsheet summarizing details of the applications for review by Dean and communicate award details to faculty
- Serve as proxy for Dean, Associate Dean and A&H faculty to complete their Travel Authorizations and Travel Expense Reports
- Inform new faculty of their start-up awards and monitor their use of start-up funds; communicate decisions about faculty start-up funds to department chairs and support departments to make purchases with start-up funds
- Monitor budgets including Temp Services and OTPS budgets in the Lehman College Online Management Reporting System (LOMRS); run system queries for School and department as requested by the Dean
- Prepare reports (Budget, Deans' Travel, OTPS, etc.) for review by Dean and Associate Dean
- Recommend transfer of funds between accounts to support departments and advise Dean on cost control procedures and the reallocation of funds
- Monitor the School's Lehman College Foundation account to ensure sufficient funds for payments; prepare withdrawal forms from the Foundation account when requested by the Dean
- Collect W4 forms from speakers, performers, and students for honoraria and reimbursement
- Assist the Dean and Associate
for prose 3. Do NOT repeat the job title as a heading 4. Do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it 5. Preserve ALL substantive information; do NOT invent or summarize away detail 6. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions 7. Include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text 8. Never create Pay/Schedule/Benefits sections unless the posting actually states them 9. Prefer a few substantive sections over many thin ones 10. Output ONLY the HTML fragment — no /, no markdown code fences Let me analyze the job posting: - Job Title: Administrative Specialist (but I shouldn't repeat this as a heading) - Reporting to: Dean of Arts and Humanities - Location: Lehman College, Carman Hall - Job Type: Full-Time - FLSA: Non-exempt - CUNY Title: Higher Education Assistant - Job ID: 33007 (should fold into a short
or drop) - Closing Date: 11/6/2026 (fold into metadata) - Salary: $59,256 - $68,364 (this is specific pay info, so include Pay section) - Benefits: described in "Compensation And Benefits" section (include Benefits section) - Qualifications: Bachelor's degree and four years related experience, plus skills - Responsibilities: extensive list of duties - CUNY Title Overview: additional description of role - Application instructions: remove - EEO boilerplate: remove - Technical contact info: remove I need to structure this into sections: 1. About the role (or similar) - introductory paragraph about reporting structure and general purpose 2. Responsibilities - the long list of tasks 3. Qualifications - the required qualifications 4. Skills - the desirable competencies (could be part of qualifications or separate) 5. Pay - salary range 6. Benefits - benefits description 7. Maybe a short metadata paragraph for job type, FLSA, location, closing date, job ID Let me organize: - Start with a
for the reporting line and general role summary - Then Responsibilities section with
- for each duty
- Qualifications section with
- for required qualifications
- Skills section for desirable competencies (or combine with qualifications)
- Pay section with salary range
- Benefits section with benefits description
- Maybe a short
for metadata: Full-time, Non-exempt, Lehman College, Closing 11/6/2026, Job ID 33007 The CUNY Title Overview seems like additional role description - could be part of "About the role" or separate. I'll incorporate into the introductory paragraph. Now, I need to parse the responsibilities list. The posting has a long paragraph with many tasks separated by semicolons. I should break them into individual list items. Let me extract each distinct duty: 1. Serve as point of contact for faculty, staff, students, and visitors to the Dean's office in Carman Hall; assess needs and provide instructions and assistance 2. Provide administrative support to facilitate smooth and efficient office operations 3. Provide backup administrative support including in-office coverage for administrative support staff 4. Manage calendars for the Dean and Associate Dean to arrange and confirm meetings and screen requests for appointments 5. Answer telephone calls and take appropriate action to respond to the calls 6. Complete time sheets, annual leave requests, and sick leave forms for Dean and Associate Dean, and forward signed forms to the Office of the Provost as required 7. Fax and scan documents 8. Maintain full-time faculty personnel files in Dean's Office 9. Sort and distribute letter and package mail 10. Handle deliveries (e.g., water for water cooler) 11. Issue keys 12. Maintain electronic mailing list for the School of Arts and Humanities, e-mail A&H student-wide, A&H faculty-wide, and college-wide notices as requested, and monitor responses 13. Maintain inventory of office supplies and purchase office items as needed in compliance with procurement rules (CUNYBuy) 14. Process CUNYBuy requisitions for the Dean's office and assist departments with CUNYBuy requisitions as needed 15. Process PSC and Provost funds for faculty travel (budget, travel request forms, expenses); move travel funds into travel account 16. Collect and review applications from faculty for travel awards from the Dean; update spreadsheet summarizing details of the applications for review by Dean and communicate award details to faculty 17. Serve as proxy for Dean, Associate Dean and A&H faculty to complete their Travel Authorizations and Travel Expense Reports 18. Inform new faculty of their start-up awards and monitor their use of start-up funds; communicate decisions about faculty start-up funds to department chairs and support departments to make purchases with start-up funds 19. Monitor budgets including Temp Services and OTPS budgets in the Lehman College Online Management Reporting System (LOMRS); run system queries for School and department as requested by the Dean 20. Prepare reports (Budget, Deans' Travel, OTPS, etc.) for review by Dean and Associate Dean 21. Recommend transfer of funds between accounts to support departments and advise Dean on cost control procedures and the reallocation of funds 22. Monitor the School's Lehman College Foundation account to ensure sufficient funds for payments; prepare withdrawal forms from the Foundation account when requested by the Dean 23. Collect W4 forms from speakers, performers, and students for honoraria and reimbursement 24. Assist the Dean and Associate Dean with monitoring course schedules in Coursedog and assist departments and department support staff with Coursedog as needed 25. Coordinate and/or assist with the planning and execution of the in-person monthly meetings of the support staff (COAs, CAAs, aHEOs, etc.) 26. Coordinate and/or assist with the planning and execution of the in-person monthly meetings of the School Executive Committee (department chairs and program directors and guests) 27. Arrange and confirm catering for in-person meetings, as well as technology support, and logistical support, as requested 28. Attend in-person meetings as requested 29. Assist the Office of the Dean and departments with the planning and execution of campus events including participating on program committees, providing logistical support such as walk-through of facilities for planning purposes, scheduling HyFlex equipment and technology, creating program materials and providing on-site and/or remote support as required events 30. Attend on and off-campus meetings as requested to assist the Dean with various student success initiatives, such as campus visits to partner colleges and CUNY Central offices 31. Supervise and train support clerical support staff and work-study students 32. Other related duties as assigned That's a long list but all substantive. Qualifications: - Bachelor's degree and four years of related experience required - Excellent communication and interpersonal skills with demonstrated ability to effectively engage with a variety of audiences and stakeholders within the school and college - Demonstrated problem solving skills with the ability to multi-task and prioritize coupled with strong project management and organizational skills - A high level of proficiency with Microsoft Office Suite Desirable competencies (Skills): - Strong attention to detail - Flexibility - Ability to work independently as well as under supervision CUNY Title Overview provides additional context about the role - I'll incorporate into the introductory paragraph. Pay: Salary commensurate with education and experience, $59,256 - $68,364. Benefits: CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. Range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study, generous paid time off. Access to academic, arts, athletic programs on campuses, opportunity to participate in diverse academic community in NYC. Metadata: Full-Time, Non-exempt, Lehman College, Closing 11/6/2026, Job ID 33007. Now, I'll write the HTML fragment. I'll start with a
for the role summary, then sections with
and
- or
as appropriate. Let me structure:
Reporting to the Dean of Arts and Humanities, the Administrative Specialist serves as a point of contact for faculty, staff, students, and visitors to the Dean's office in Carman Hall, assessing needs and providing instructions and assistance. The role provides administrative support to facilitate smooth and efficient office operations, oversees department operations, assists management in planning department activities, creating schedules, assigning staff, and preparing and delivering department communications.
Responsibilities
- Serve as point of contact for faculty, staff, students, and visitors to the Dean's office in Carman Hall; assess needs and provide instructions and assistance
- Provide administrative support to facilitate smooth and efficient office operations
- Provide backup administrative support including in-office coverage for administrative support staff
- Manage calendars for the Dean and Associate Dean to arrange and confirm meetings and screen requests for appointments
- Answer telephone calls and take appropriate action to respond to the calls
- Complete time sheets, annual leave requests, and sick leave forms for Dean and Associate Dean, and forward signed forms to the Office of the Provost as required
- Fax and scan documents
- Maintain full-time faculty personnel files in Dean's Office
- Sort and distribute letter and package mail
- Handle deliveries (e.g., water for water cooler)
- Issue keys
- Maintain electronic mailing list for the School of Arts and Humanities; e-mail A&H student-wide, A&H faculty-wide, and college-wide notices as requested, and monitor responses
- Maintain inventory of office supplies and purchase office items as needed in compliance with procurement rules (CUNYBuy)
- Process CUNYBuy requisitions for the Dean's office and assist departments with CUNYBuy requisitions as needed
- Process PSC and Provost funds for faculty travel (budget, travel request forms, expenses); move travel funds into travel account
- Collect and review applications from faculty for travel awards from the Dean; update spreadsheet summarizing details of the applications for review by Dean and communicate award details to faculty
- Serve as proxy for Dean, Associate Dean and A&H faculty to complete their Travel Authorizations and Travel Expense Reports
- Inform new faculty of their start-up awards and monitor their use of start-up funds; communicate decisions about faculty start-up funds to department chairs and support departments to make purchases with start-up funds
- Monitor budgets including Temp Services and OTPS budgets in the Lehman College Online Management Reporting System (LOMRS); run system queries for School and department as requested by the Dean
- Prepare reports (Budget, Deans' Travel, OTPS, etc.) for review by Dean and Associate Dean
- Recommend transfer of funds between accounts to support departments and advise Dean on cost control procedures and the reallocation of funds
- Monitor the School's Lehman College Foundation account to ensure sufficient funds for payments; prepare withdrawal forms from the Foundation account when requested by the Dean
- Collect W4 forms from speakers, performers, and students for honoraria and reimbursement
- Assist the Dean and Associate
- or
- for required qualifications
- Skills section for desirable competencies (or combine with qualifications)
- Pay section with salary range
- Benefits section with benefits description
- Maybe a short