Job Information

CUNY Administrative Coordinator - Biology in Brooklyn, New York

Administrative Coordinator - Biology

Job ID



Brooklyn College

Full/Part Time





Brooklyn College invites applications for an Administrative Coordinator in the Department of Biology. Reporting to the Department Chairperson, the Administrative Coordinator will coordinate the day-to-day operations of the office and provide administrative support for a variety of departmental functions, including course scheduling, administrative operations, student support and budget monitoring.

In addition to the CUNY Title Overview, typical duties include but are not limited to:

  • Assist students via phone, email and in person. Provide general information, respond to student inquiries, direct them to the appropriate advisors, checking course status in CUNYfirst, and navigating the website,

  • Support the Chair and office Administrative Assistant with course scheduling.

  • Maintain and coordinate updates for the department website, and lists for biology advisors, instructors, faculty lab members, etc. Preserve vital department information (i.e., keys, floor plans, warranties, etc.).

  • Disseminate information between support departments (Facilities, ITS, Telecommunications, Safety, etc.) and Biology personnel.

  • Circulate necessary information to new hires and provide updated information to students by current postings or designing forms and hand-outs as needed.

  • Process the key making process for faculty and staff.

  • Monitor and maintain records of department budget and fiscal plans. Prepare reports and spending projections every month and semester or as required.

  • Organize spending of all tax-levy department budgets (OTPS, TS, CSS), and track deposits and expenses in Biology accounts.

  • Monitor and track lab material funds. Coordinate spending in accordance with Budget Office fiscal calendar, and track weekly, bi-weekly, and quarterly budget reports.

  • Coordinate procurement of supplies in consultation with the Chair and College Laboratory Technicians (CLT). Coordinate purchasing and invoice processing.

  • Order items, generate requisitions and produce receipts in CUNYfirst. Work closely with the Chair, department staff and CLTs, Budget Office, Purchasing Office, FSBC, and individual vendors to place departmental orders.

  • Monitor PO system to control and observe individual orders, calculate delivery of time-sensitive live lab materials, and receive, inspect, and dispense all incoming deliveries.

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.


Bachelor's Degree required.

Preferred Qualifications:

  • Excellent customer service, organizational, written, verbal and interpersonal skills.

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), and CUNYfirst is highly preferred.

  • Detail-oriented; excellent critical thinking and problem-solving skills.

  • Ability to work effectively, collaboratively, and cooperatively with diverse campus community.

  • Experience monitoring budgets preferred


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.

Job Title Name: Administrative Coordinator


Assistant to HEO




$43,520 - $48,960; 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.


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Applicants should provide a cover letter and resume in .doc or .pdf format.


Open until filled with review of applications to begin October 5, 2022.


CUNY Job Posting: Managerial/Professional


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.