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CUNY Administrative Manager (Admin Executive Associate) in New York, New York

Administrative Manager (Admin Executive Associate)

Job ID



CUNY School of Medicine

Full/Part Time




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The CUNY School of Medicine (CUNY SoM) at The City College of New York (CCNY) located in the heart of Harlem, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, we transitioned to the CUNY School of Medicine in 2017. The CUNY SoM offers an accelerated BS/MD (7-year program) and a Physician Assistant Master's Degree (27 months program). True to its legacy of access, opportunity, and community transformation, the medical school's mission remains to recruit exceptionally talented students as diverse as New York City itself. CUNY School of Medicine as the home of healers and leaders, places a special emphasis on the recruitment of those who are underrepresented in the field of medicine, and on training high quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York's medically under-served communities. As a major priority, CUNY School of Medicine also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to reflect the diversity of our student body more closely.

This position will report to the Interim Deputy Dean and Chairman of Medical Education. Under direction, with latitude for the exercise of independent initiative and judgement, duties will include but are not limited to:

  • Provide high-level administrative support to the Deputy Dean and Chairman of Medical Education as well as the Directors of several units under the office of Academic Affairs (Learning Resource Center, Course Administration, Post-Graduate Affairs, Academic Programs, Academic Records, and Director of Evaluation & Research) to ensure that the services and functions of the office are carried out in an efficient and professional manner.

  • Lead and oversee the daily operations in the Medical Education Office to ensure smooth functioning.

  • Oversee and track activities of graduates for Student Service Commitments, and verify employment, to ensure compliance with service agreement contracts. Communicate with internal and external parties (e.g. Director of Finance, the ECSI agency and the Attorney’s Office) at necessary stages in the tracking process.

  • Develop reports regarding residency, compliance and non-compliance and collection efforts.

  • Manage the production and dissemination of Course Evaluation Reports to Course Directors and Chairs.

  • Assess effectiveness of Course Evaluation Policy and Procedures Manual, will develop and implement revisions/changes as needed.

  • Supervise and train all clerical staff and reception staff.

  • Manage the Office of Academic Affairs’ Blackboard website, this includes coordinating the creation of Blackboard sites, and uploads of course surveys and oversight of the posting and usage of standard course materials (syllabi, and course schedules, etc.) on Blackboard. Create and update guidelines in a user guide/manual for course information upload in the correct format(s).

  • Liaison with faculty and chairs providing improvements to course descriptions/syllabi and course schedules, and clarification of grading metrics as needed prior to upload of information to Blackboard.

  • Oversight of compliance with policies regarding materials posted on Blackboard.

  • Serve as the liaison to students, faculty and administrative staff in various departments and administrative offices within the School and College; Respond to faculty, staff, departmental heads and external inquiries regarding the policies and procedures of the Office of Academic Affairs on behalf of the Deputy Dean.

  • Prepare and disseminate correspondence on behalf of the Deputy Dean.

  • Serve as Academic Affairs resource expert regarding program policies and procedures.

  • Review trends, office outcomes, and development issues. Make informed assessments and inform management of areas requiring attention. Collaborate in the production, editing and implementation of policies regarding specifics and format of data to be collected, dissemination of data to specified offices/individuals and the timeliness of data collection.

  • Serve as secretary on two standing committees (Curriculum and Student Academic Progress). Coordinate meetings; prepare minutes and agenda; draft reports as needed; convene Ad Hoc and sub-committee meetings.


Bachelor's Degree and six years' relevant experience required.

Preferred Qualifications

  • Experience in an institution of higher education is strongly preferred

  • Experience working directly with faculty is strongly preferred

  • Advanced proficiency using Microsoft Office products, particularly Excel, and Adobe Acrobat.

  • Must have strong organizational skills with the ability to establish priorities, manage multiple demands and projects, and meet deadlines

  • A strong customer service orientation and attention to details are essential, along with excellent verbal, written, and interpersonal communication skills

  • The successful candidate will be a quick learning self-starter with the ability to take initiative who acquires a detailed knowledge of University policies, procedures, and systems

Vaccine Requirement:

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.


Supports a Campus or University Executive in a variety of activities and initiatives as a key team member.

  • Organizes and manages projects involving different areas of the Campus or University community, with responsibility for project outcomes.

  • Represents the Executive's unit in Campus or University-wide activities, including committees, special initiatives, and implementation of new processes or technology.

  • Independently carries out a portfolio of responsibilities under the Executive's purview, such as approvals, student interactions, and monitoring of key activities. Manages communications within and outside the unit related to areas of responsibility.

  • May serve as Manager of a large Executive Office.

  • Performs related duties as assigned.

Job Title Name: Administrative Executive Associate


Higher Education Associate




Salary commensurate with education and experience. ($90,375 - $104,057)

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.


Visit, access the employment page, log in or create a new user account, and search for this vacancy using Job ID#: 26067 or Title (Adminstrative Manager). Select "Apply Now" and provide the requested information.

  • Please attach resume and cover letter.

  • Names and contact information of three professional references.


Open until filled, with review of resumes to begin February 8, 2023.


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.