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CUNY Confidential Executive Assistant (HEOa) - Enrollment Management in Bronx, New York

Confidential Executive Assistant (HEOa) - Enrollment Management

Job ID

24500

Location

Bronx Community College

Full/Part Time

Full-Time

Regular/Temporary

Regular

POSITION DETAILS

Reporting to the Vice President for Enrollment Management, the Confidential Executive Assistant serves as a key member of the Division of Enrollment Management. The Confidential Executive Assistant will be charged with performing administrative support duties while maintaining a high level of professionalism and strict confidentiality with all matters and materials within the Vice President’s office and exercise discretion when interfacing with staff and students.

In addition to the CUNY Title Overview, the Confidential Executive Assistant will also be responsible for but not limited to the following:

  • Administer the daily operations of the Vice President’s office to ensure cohesiveness and effectiveness of the daily, weekly, monthly, and annual administration and transactions.

  • Develops memorandums, reports, spreadsheets, work flows, organizational charts, letters, and other correspondence.

  • Maintains the Vice President's calendar and coordinates all travel logistics and reimbursement for expenses.

  • Reviews and expedites budget expenditures and requests for funding, maintains databases of both tax-levy and grant funded expenses, and coordinates the division budgets with guidance from the Vice President.

  • Oversees and organizes projects with special attention to adherence of deadlines including Annual Unit Reports and Annual PMP metrics.

  • Monitors and provide reports about the Division’s budget outcomes for PS, OTPS, Temp Services, travel and conference funds.

  • Ensures that divisional staff involved in clerical, administrative matters/procedures, keep up-to-date records in accordance with CUNY policies and procedures and documentation such as timesheets, annual leave administration, mandatory training, and CUNYFirst paperwork; Monitors time and leave for the divisional administrators and staff by collecting timesheets and maintaining a record of attendance.

  • Trains and supervises office staff such as College Assistants and federal work-study appointees and reviews all electronic personnel action forms for the department.

  • Coordinates, executes, monitors and participates in special projects and events, including event management support for the college’s pre-college program opportunities as well as the enrollment management functional areas of recruitment, admissions, financial aid, registration, student accounts, and other enrollment-related events sponsored or hosted by the Division.

  • Respond to emails in the Vice President’s support email accounts.

  • Represents the Vice President at committees and events as needed.

QUALIFICATIONS

Bachelor's degree and four years' related experience required

PREFERRED QUALIFICATIONS

Demonstrated experience in assisting executive level administrators and providing a high level of customer service. Experience working in higher education with a diverse student population. Collaborative skills to work effectively with faculty, staff, senior administrators, students and the Central CUNY Office. Excellent interpersonal skills are required with the ability to lead, supervise and motivate staff and students with an open, collegial, and consultative support style. Strong organizational and analytical skills, excellent oral and written communication skills, and budget management experience. Familiarity with MS Office programs (Word, Excel, PowerPoint, Publishers, and Outlook), Virtual Platforms (Teams, Zoom, WebEx, Skype), Social Media Platforms (Facebook, Instagram, LinkedIn) and G-Suite (Google Docs, Google Mail, Google Hangout, etc.) is a plus. Familiarity with educational learning management systems, student management and reporting systems such as Blackboard, Canvas, Schoology, Banner and Argos is a plus.

CUNY TITLE OVERVIEW

Supports a Campus or University Executive as a confidential assistant, 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; responds 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

  • Participates in special projects and efforts to improve unit effectiveness

  • Performs related duties as assigned.

This position is excluded from union representation.

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary commensurate with education and experience.

$66,670 - $88,602

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

Applicants must apply online by accessing the CUNY website at www.cuny.edu and navigating to the following links: Select “Employment”, then select “Search Job Postings” and find JOB ID #24500. Please attach resume. References on request. Please do not include any other documentation. Please note: If you have applied to the JVN previously, you do not need to reapply to be considered.

For general assistance with your CUNYfirst application, please go to http://www.cuny.edu/employment/jobsysteminstructions.html for information.

Candidates will be required to provide proof of being fully vaccinated against COVID-19 upon commencing employment. Exemption (medical or religious) requests to this requirement will be considered in accordance with applicable law. Being fully vaccinated is defined for this purpose as being at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. Final candidates must be fully vaccinated as of their first day of employment.

CLOSING DATE

July 28, 2022

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.

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