Administrative Specialist - Provost's Office

Budgetary Oversight

• Develops annual budgets for Centers and Institutes, including faculty travel and expense reimbursements.
• Supports purchasing across both tax-levy and non-tax-levy funds, including those administered through the Graduate Center Foundation and the CUNY Research Foundation.
• Plans endowment spending for faculty, programs, and Centers and Institutes with endowed funds.
• Administers budget, reconciles credit card purchases, and participates in audits.

Coordination and Support

• Coordinates flights and hotel accommodations for external visitors, including program reviewers, guest speakers, and faculty candidates.
• Manages inquiries from faculty, the Business Office, academic programs, Centers and Institutes, and other Graduate Center departments.
• Enters requisitions in CUNYBuy, handles GC foundation payments/reimbursements, and communicates with vendors.
• Manages office databases, lists, and files to ensure completeness and accuracy.
• Performs ad hoc projects including research, event coordination, information or training sessions, and other work related to the Provost’s Office.

Reporting and Data Management

• Provides reports to the Provost to support data-driven decision-making and resource allocations.

Qualifications

• Bachelor's Degree and four years' relevant experience required.
• A Master’s degree in a business related field or education related field with two (2) years of budget management or accounting experience preferred.
• Previous experience or knowledge of CUNY policies regarding tax levy and non-tax levy spending policy preferred.
• Previous experience with CUNYBuy preferred.
• Previous experience in handling tax levy and non-tax levy budgets preferred.
• Previous experience working in an ERP (Enterprise Resource Planning) database; hands-on experience with CUNYfirst or ERP accounting modules preferred.
• Proficient in Microsoft Suite including Word and Excel; experience with Microsoft Access, Outlook and Adobe Acrobat preferred.
• Ability to work effectively with faculty, students and staff members preferred.
• Excellent written and oral communication skills preferred.
• Strong organizational skills and attention to details preferred.
• Ability to be flexible and manage different work assignments preferred.
• Ability to prioritize work, manage deadlines and exercise good judgment preferred.
• Strong computer and records management skills preferred.