Administrative Executive Assistant

Administrative Executive Assistant

Job ID

28184

Location

Baruch College

Full/Part Time

Full-Time

Regular/Temporary

Regular

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POSITION DETAILS

The Vice President for Operations and Administration serves as Baruch College’s Chief Operating Officer and oversees the following departments: Budget and Planning, Business and Finance, Human Resources, Campus Facilities and Operations, Public Safety, and the Conference Center. Reporting to the Vice President, the Administrative Executive Assistant supports and coordinates projects, initiatives, and activities of the Office of the Vice President and the Division of Finance and Administration (“Division”). This role offers an exciting opportunity to provide high-level administrative support to the Vice President of Operations and Administration, contributing to the Division's strategic goals and initiatives while ensuring efficient operations and effective communication within the organization including but not limited to:

Calendar Management: Take charge of the Vice President's calendar, ensuring seamless scheduling of meetings, proactively identifying, and resolving conflicts, and liaising with internal and external stakeholders to confirm and inform participants. Continuously adapt and adjust schedules as needed to accommodate evolving priorities.

Strategic Support: Provide comprehensive support by coordinating and assisting in the preparation of strategic planning materials, business process optimization analyses, and updates on technology initiatives. Contribute to efforts aimed at enhancing the Division's administrative effectiveness and operational efficiency.

Hiring Process Assistance: Facilitate the Division's involvement in the College's hiring processes, assisting with tasks such as coordinating interviews, organizing candidate documentation, and liaising with relevant stakeholders to ensure a smooth recruitment process.

Data Compilation and Reporting: Gather, organize, and maintain operational, financial, and administrative data, records, and information required by regulatory bodies, including the City University of New York (CUNY) and accreditation agencies. Ensure accuracy and completeness of reporting materials

SharePoint Management: Maintain and update content on the Division's SharePoint Intranet, ensuring that information is current, relevant, and accessible to all stakeholders. Regularly review and optimize content to streamline communication and collaboration within the Division.

Special Projects: Take on special projects as assigned by the Vice President, demonstrating flexibility, resourcefulness, and attention to detail in executing tasks and achieving project objectives.

QUALIFICATIONS

Bachelor’s degree and four years’ related experience required.

Preferred Qualifications:

Proven experience in project management, with a track record of successfully delivering complex projects on time and within budget.

Exceptional organizational skills and attention to detail, with the ability to prioritize and manage multiple tasks simultaneously.

Excellent written and verbal communication skills, with the ability to articulate ideas clearly and concisely.

Strong interpersonal skills and the ability to build rapport and trust with diverse stakeholders.

Proficient in utilizing Microsoft Office 365 (Teams, SharePoint, Forms, and Excel).

CUNY TITLE OVERVIEW

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.

Job Title Name: Administrative Executive Assistant

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

$62,411 - $79,188; Salary commensurate with education and experience.

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.

HOW TO APPLY

Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID or Title. Select "Apply Now" and provide the requested information. Candidates must attach a resume and cover letter.

CLOSING DATE

April 6, 2024

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.