Administrative Coordinator to Chair (aHEO) - Physics & Astronomy Department

POSITION DETAILS

• The Administrative Coordinator will report to the Chairperson of the Physics and Astronomy Department, and will assist the department chairperson with all aspects of departmental administration including policies and procedures;
• course scheduling and instructor assignments; resolving student registration issues; record keeping; payroll; budgets; expenditures;

requests and tracking for orders of support and supplies.

In addition to the CUNY Title Overview, responsibilities will include but not be limited to :

• Act as liaison for all HR related transactions, to include on boarding of new employees, separations, reappointments, promotions and searches;
• Develop responses to internal and external inquiries; make appropriate referrals and ensure prompt resolutions;
• Maintain highly organized management and administrative systems, archives, and inventories for the department's activities;
• Draft correspondence, reports and memos on behalf of the Chair;
• Manage the Department Office; supervise College Assistants, and part-time personnel such as work- study students, interns, and other temporary staff;
• Oversee the administration of the various department spaces and address any facilities issues;
• Oversee the preparation and tracking of the faculty Workload in CUNYfirst;
• Produce and distribute multiple position reports; materials for Peer Observations, and materials for reappointment, promotion, tenure and personnel actions;
• Plan, organize and implement special events and projects as requested;
• Prepare timely and accurate internal and external communications, complex management documents, correspondence and reports in an appropriate manner;
• Prepare financial reports, including budget projections and requests, and monitor budget allocations and spending, process invoices;
• Provide support for ongoing assessment activities and assist with analysis of results and create reports;
• Work with senior administration and office staff to manage ongoing projects, monitor follow up activities and deadlines; and
• Work with chair-designated faculty or staff to carry out necessary.

QUALIFICATIONS

Bachelor's Degree required.

Strong understanding of file folders, file structure, and file organization

Demonstrated ability to apply a sound knowledge of best practices related management of records, including preservation and protection

Experience using electronic databases

Strong analytical, evaluative, and research skills

High degree or professionalism and personal integrity to maintain confidentiality

CUNY TITLE OVERVIEW

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

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary commensurate with education and experience, within the approved range for this position ($57,517- $70,541).

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.