Job Information

CUNY Administrative Coordinator - Advanced Science Research Center in New York, New York

Job Title: Administrative Coordinator - Advanced Science Research Center

Job ID: 20174

Location: Graduate Center

Regular/Temporary: Regular


The Graduate Center, CUNY is the focal point for advanced teaching and research at The City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000 square-foot facility in upper Manhattan, designed to promote collaboration among scientists in five areas of global research and innovation: nanoscience, photonics, structural biology, neuroscience, and environmental sciences.

The Graduate Center (GC) benefits from highly ambitious and diverse students and alumni—who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life.

The Environmental Science Initiative is in need of a professional and customer service oriented Administrative Coordinator to support the day-to-day administrative functions of the department. Reporting to the Director of the Initiative, the Administrative Coordinator will serve as the initial point of contact for individuals from within the institute as well as visitors and external users. With the utmost professionalism, diplomacy, and tact, the Administrative Coordinator will routinely facilitate communications among the Initiative Director, CUNY, and outside affiliates as needed. The incumbent will also be responsible for scheduling meetings and communications between the Director and staff. S/he will also organize travel for staff in the department.

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

  • Serves as an intermediary between Director and other Initiative staff by transmitting written and oral requests, messages and instructions.

  • Organizes and coordinates meetings, activities, seminars, symposiums and conferences; schedules meetings, orders catering, arranges delivery and set up, etc..

  • Coordinates with the Director and Associate Director to review and revise brochures, announcements and other informational items regarding Initiative and/or core facility related operations; drafts, edits and formats materials such as flyers, leaflets and letters; updates the website and manages kiosk and bulletin board postings.

  • Prepares meeting minutes and agendas, correspondence, tables and other documents as needed.

  • Prepares and follows up on purchase orders, invoices, payments, reimbursements, etc. under the direction of Director.

  • Organizes travel arrangements and accommodations; prepares travel reimbursements and expense reports.

  • Screens and prioritizes incoming mail/email for needed action and follow up; responds to mail/email where appropriate and distributes mail/email requiring attention to appropriate individual(s).

  • Screens telephone calls, answers routine inquiries or refers caller to the appropriate individual for response.

  • Assists in timekeeping and maintenance of time-sheets for staff.

  • Performs other duties as assigned.


Bachelor's Degree required.

A preferred candidate should have:

  • Two (2) years administrative experience.

  • Strong work ethic, high degree of professionalism, and personal integrity.

  • Excellent verbal and written communication skills.

  • Excellent interpersonal and organizational skills.

  • Ability to adjust in new work structures, processes, requirements, or cultures.

  • Willingness to engage in professional development, in coordination with Director.

  • Ability to work collaboratively within a team environment.


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




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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April 24, 2019


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.