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CUNY Confidential Executive Assistant in New York, New York

Job Title: Confidential Executive Assistant

Job ID: 22731

Location: School of Professional Studies

Full/Part Time: Full-Time

Regular/Temporary: Regular

POSITION DETAILS

For over 15 years, the CUNY School of Professional Studies (CUNY SPS) has been leading online education in New York. Notable for offering the most online bachelor’s and master’s degree options at the City University of New York, and for serving transfer students as the University system’s only undergraduate all-transfer college, CUNY SPS meets the needs of adults who wish to finish a bachelor’s degree, progress from an associate’s degree, earn a master’s degree or certificate in a specialized field, and advance in the workplace or change careers.

The School’s growth has been remarkable, with twenty-four degrees launched since 2006. Enrollment has risen by more than 30% in the last four years to over 4,000 students in the credit-bearing programs. Thousands more are enrolled in non-degree and grant-funded workplace learning programs. In addition, the School has an active alumni network and has established the CUNY SPS Foundation, which offers multiple scholarship opportunities to current students.

CUNY SPS has consistently been named by U.S. News & World Report as one of the country’s top online institutions. This year, the School was ranked in the top 2% in the nation on the publisher’s list of the 2021 Best Online Bachelor’s Degree Programs.

This is an excluded position.

Reporting to the Dean of the School, in addition to the CUNY Title Overview, the Confidential Executive Assistant will:

  • Manages the Dean’s daily schedule and complex calendar, coordinates all logistical arrangements for meetings and events, travel arrangements and distribution of information;

  • Administers the daily operations of the office to enhance organizational effectiveness and ensure discretion in all activities;

  • Prepares executive communications, reports, presentations and briefs;

  • Manages adherence to records management policies and distribution of confidential and time-sensitive information and documents;

  • Updates stakeholder mailing/distribution lists and other information required for regular office correspondence;

  • Track and analyze office expenditures, fiscal and procurement transactions;

  • Assists with planning and implementing various programs, projects, meetings and events;

  • Serves as an internal and external resource on policy and procedural matters to various constituents; receives inquiries and resolves them, or refers them to appropriate staff, using discretion and sound judgment.

QUALIFICATIONS

Bachelor's degree and four years' related experience required.

Preferred Qualifications:

  • At least four years of experience supporting an executive level administrator, preferably in a higher education setting;

  • Proven experience managing a complex calendar and daily office management; and ability to draft and edit complex work-related correspondence, i.e., emails, meeting minutes, summaries, documents and presentations;

  • Proven proficiency in the use of Microsoft Office Suite and an ability to learn new software and systems;

  • Experience with CUNYFirst and/or PeopleSoft;

  • Detail oriented and accurate with strong communication, research and writing skills;

  • Strong work ethic and integrity, with a high level of professional discretion;

  • Strong organizational and follow-through skills, ability to prioritize work, manage multiple assignments and meet deadlines; handle multiple tasks with multiple deadlines;

  • Ability to communicate effectively with diverse populations, providing accurate and appropriate information;

  • Ability to work independently and as part of a team.

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 up to $93,791.

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

From our job posting system, select "Apply Now", create or log in to a user account, and provide the requested information. If you are viewing this posting from outside our system, access the employment page on our web site and search for this vacancy using Job ID# 22731 or Title.

Applicants should attach a resume and cover letter.

CLOSING DATE

September 24, 2021

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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