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CUNY Confidential Executive Assistant, Office of the Vice Chancellor for Human Resources in New York, New York

Confidential Executive Assistant, Office of the Vice Chancellor for Human Resources

Job ID

25823

Location

Central Office

Full/Part Time

Full-Time

Regular/Temporary

Regular

POSITION DETAILS

The Office of the Vice Chancellor for Human Resources at The City University of New York (CUNY) oversees the development and administration of policies and standards that guide the University’s Human Resources functions supporting 25 colleges and schools across the five boroughs of New York City. This office is also responsible in strengthening and implementing policies that enhance the University’s commitment to equal opportunity and a diverse workforce for its faculty and staff. The Office of the Vice Chancellor plays a key role in the ongoing re-engineering and automation efforts across all HR operational functions, including time and leave, payroll and benefits administration, and performance management. The office is seeking a highly proficient Confidential Executive Assistant to join its team and perform complex analytical, technical and organizational duties for the effective and efficient administration and implementation of various human resource operational practices and systems.

Reporting to the Vice Chancellor, or their executive designee, the Confidential Executive Assistant will work across several university HR functional areas to support sensitive office operations, analysis, reporting, evaluation and compliance activities and initiatives.

In addition to the CUNY Title Overview information, other key duties include, but will not be limited to the following:

  • Assisting with managing daily operations of the office to enhance organizational effectiveness and ensuring confidentiality in all activities and information flows.

  • Assisting with planning and implementing various strategic initiatives, programs, projects, activities, meetings and events.

  • Managing the daily schedule and complex calendar, and coordinating dates and all logistical arrangements, itineraries and agendas for meetings, events, and travel.

  • Analyzing operational and fiscal activities and preparing executive reports, presentations, and briefs.

  • Drafting executive communications, briefing materials and responses.

  • Managing the collection, retention, and distribution of confidential and time-sensitive information and documents.

  • Updating stakeholder mailing/distribution lists and other information required for regular office correspondence.

  • Managing office expenditures, fiscal and procurement transactions, audits and reconciliations.

  • Serving as an internal and external resource on policy and procedural matters to various constituents; receiving inquiries and resolving them, or referring them to appropriate staff, using discretion and sound judgment.

NOTE: Until further notice, work will be performed in a hybrid manner with 70% onsite presence.

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.

QUALIFICATIONS

MINIMUM

Bachelor's degree and four years' related experience required

PREFERRED

  • Four years’ experience supporting a senior level executive performing complex administrative, operational, technical and financial management work.

  • Experience with short- and long-range administrative and academic planning, event and program management.

  • Detail oriented and accurate with strong quantitative, analytical, research, evaluation, and writing skills.

  • Computer proficiency using Microsoft Office Suite (Excel, Access, Word, PowerPoint, and Outlook) and PeopleSoft based HRIS plus standard administrative and financial programs, systems and databases; virtual meeting/conferencing; capability to learn new job-related programs.

  • Strong organizational and follow-through skills to develop and execute work plans, prioritize work, manage multiple assignments and meet deadlines.

  • Strong work ethic and character with a high level of personal integrity to maintain confidentiality and work with professional poise and discretion.

  • Enthusiastic, flexible, and customer-focused with strong interpersonal communication skills to work effectively with diverse members of the university community and external constituents.

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 range is $75,465 - $86,645. 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.

IMPORTANT NOTICE: Health Plan Coverage for Employees Hired on or after October 1, 2022 City of New York employees and employees of Participating Employers and their eligible dependents hired on or after October 1, 2022 will only be eligible to enroll in the Emblem Health HIP HMO Preferred Plan and must remain in the HIP HMO Preferred Plan for the first year (365 days) of employment.

After 365 days of employment, the employee will have the option of either remaining in the HIP HMO Preferred Plan or selecting a different health plan within 30 days before the end of the 365th day period.

If a new health plan is selected, the new plan will be effective on the 366th day.

Only after the 365th day can the employee participate in any Annual Fall Transfer Period. An employee who needs to request an exemption from the required enrollment in the HIP HMO Preferred Plan can do so by submitting a HIP HMO Opt-Out Request Form to Emblem Health. An employee, or eligible dependent, must meet certain criteria and the request must be approved by Emblem Health before the exemption is granted. The HIP HMO Opt-Out Request Form and HIP service area are available on the Emblem Health website.

HOW TO APPLY

For full consideration, submit a position focused cover letter and resume with your online application. Your cover letter should clearly explain how your experience and credentials fulfill the duties and qualifications outlined.

Current CUNY employees must apply through CUNYfirst Employee Self Service using their login credentials. After you login, click the Careers tile on the Employee Self Service Menu page to view job openings.

The direct link to the job opening from external sources is:

https://hrsa.cunyfirst.cuny.edu/psc/erecruit/EMPLOYEE/HRMSCG/c/HRSHRAMFL.HRSCGSEARCHFL.GBL?Page=HRSAPPJBPSTFL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=25823&PostingSeq=1

CLOSING DATE

December 13, 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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