Administrative Specialist - School of Professional Studies
- Job Class: Managerial and Professional
- Job ID Number: 7445
- Department: School of Professional Studies
- Location: SPS: School of Professional Studies
- Closing Date: APR 11, 2013
Campus Specific Information
In 2003, the Board of Trustees of the City University of New York created the CUNY School of
Professional Studies (SPS) with the purpose of meeting the educational needs of working adults, organizations, and employers. Since then, SPS has developed into a well-established school serving New York City's dynamic marketplace through the provision of timely, innovative, and academically rigorous programs of study designed to address new or unmet needs. Home to CUNY's first fully online undergraduate degrees and groundbreaking master's degree programs, SPS has found new ways of fulfilling CUNY's mission of access, reaching students with new modes of instruction, new courses and curricula, and new kinds of learning tailored for diverse requirements and constituencies. It has launched a dozen degrees - six bachelor's and six master's degrees - since 2006, and there are more currently in development.
The Administrative Specialist will report to the Director of Faculty and Staff Resources and will provide administrative assistance to the Office of Faculty and Staff Resources. Other responsibilities will include, but are not limited to the following:
- Expedites the faculty and administrative recruitment and search processes.
- Expedites the collection of materials for reappointment, promotion, and tenure reviews; tracks all actions for adjunct appointments.
- Manages the scheduling of various departmental calendaring processes, e.g., adjunct
reappointment processes, workload reporting, faculty observations and evaluations, full time staff evaluations, multiple position reporting forms, etc.
- Liaison for adjunct faculty by responding to all inquiries with accuracy and timeliness.
- Liaison with all SPS programs to coordinate adjunct teaching schedules and maintain constant oversight of all revisions with particular attention to workload.
- Liaison with other departments of the Graduate Center, particularly the Office of Human Resources and the Affirmative Action Office.
- Assists with all tax-levy and Research Foundation personnel matters.
- Coordinates the new hire processes for adjuncts, full-time faculty and staff, e.g., distribution of new hire packages, coordinating SPS new staff orientations, etc.
- Coordinates responses and routing for adjunct faculty teaching inquiries.
- Develops and maintains organizational system for all office files.
- Manages the departmental budget.
- May supervise part-time staff.
- Provides administrative and program support to an administrative or academic department.
- Oversees department operations and assists management in planning department activities, creating schedules, assigning staff and preparing and delivering department communications.
- Works with appropriate offices related to personnel recruitment, expediting search activities
- Research coordinates and organizes materials for key events such as promotion and tenure reviews.
- Supervises and trains support staff and student workers.
- Manages budget and coordinates purchasing, accounting, and payroll.
- Provides instructions and basic advice to students, faculty, and others seeking information on department activities, policies, and schedules.
- Performs related duties as assigned.
- Bachelor's Degree and four years' relevant experience required.
- At least four years of experience working in an administrative capacity, preferably for a public higher education institution.
- Experience working with adjunct populations, including some familiarity with adjunct payroll processes is desirable.
- Experience with faculty and administrative recruitment and search processes.
- Experience in CUNYFirst or PeopleSoft is preferred.
- Proficiency in Microsoft Office and Excel.
- Experience handling confidential information.
- Highly organized with the ability to exercise judgment and respond tactfully in all situations.
- Must be detail oriented.
- Must have excellent written, oral, verbal and interpersonal communications skills, with the ability to interact with confidence across all levels of the University - senior administration, staff, students and faculty.
- Ability to work independently and collaboratively in a fast-paced and complex work
environment, carry out complex assignments and adapt to changing situations and priorities.
Commensurate with qualifications and experience
How To Apply
An Equal Opportunity/Affirmative Action/IRCA/Americans with Disabilities Act Employer.
The Graduate Center complies with the Clery Act and copies of its annual report on security policies and statistics are available in its Security Office.