Assistant Program Officer (Administrative Coordinator)
- Job Class: Managerial and Professional
- Job ID Number: 9384
- Department: Office of Educational Opportunity and Diversity Programs (OEODP)
- Location: The Graduate Center
- Closing Date: NOV 23, 2013
Campus Specific Information
The Office of Educational Opportunity and Diversity Programs (OEODP) provides leadership and support to academic programs in promoting academic excellence and diversity in the doctoral programs at the Graduate Center. The efforts of the OEODP are not only linked to the mission of the City University of New York (CUNY) and the American Academy at large, but the foundational vision of the Graduate Center, intent on providing 'access to doctoral education for diverse groups of highly talented students, including those who have been underrepresented in higher education.' At present, OEODP fulfills its mission 'focused on recruitment, retention and degree completion' through a series of programs designed to increase the number of individuals from underrepresented communities enrolled in Ph.D. Programs by offering financial, academic, and professional support.
The OEODP administers the Minority Access/Graduate Networking (MAGNET) Fellowship and the Dean K. Harrison (Harrison) Fellowship while also overseeing a fellowship and academic program (CUNY Pipeline Program) designed to prepare advanced undergraduates for the process of graduate admission. The Assistant Program Officer (APO), reports directly to the Executive Officer (EO) of the OEODP and is responsible for coordinating all affairs related to the office (from office administration, budgeting, logistics, and communicating with academic and administrative personnel throughout CUNY and the Graduate Center along with the fellowship recipients in a timeline manner about deadlines, fellowships, and awards for undergraduates and graduates). The APO is the principal liaison between the EO of the Office of Educational Opportunity and Diversity Programs, the academic programs at the Graduate Center and throughout CUNY, and the GC's administration.
Under the supervision of the Executive Officer, the Assistant Program Officer communicates with and reports regularly to the EO about the variety of administrative and support services s/he provides to the OEODP, its staff, and the fellowship recipients.
The APO's specific tasks include:
- Schedule meetings and all special events.
- Maintain the EO's and the OEODP's calendars.
- Assist the EO with the development, organization, and implementation of all new and
- Perform general administrative support work including sensitive documentation related to the OEODP.
- Monitor the tax-levy budget for the OEODP & Pipeline Program and handle various budgets and budgetary items related to the MAGNET Program, Harrison Fellowship, and the CUNY Pipeline Program.
- Submit, monitor, and track stipends and expense payments for Pipeline fellows.
- Interface with various administrative offices at the GC and CUNY-wide initiatives (Provost's Office, Admissions' Office, Financial Aid, Budget Office, etc.).
- Update the OEODP staff and fellowship recipients on Graduate Center policies and procedures.
- Provide logistical support for the various events, seminars, and luncheon forums that the OEODP sponsors for Pipeline fellows and the Pipeline Institute.
- Monitor the development and maintenance of website activities for the OEODP.
- Maintain the office and open-door policy of the OEODP.
- Assist with the processing of MAGNET Fellowship applications (in consultation with the EO disseminate information about the fellowship and then processing the MAGNET applications).
- Provide fellowship information and information about institutional procedures to entering and continuing students.
- Organize MAGNET seminars, lunch forums, and events.
- Establish and maintain a database of all MAGNET Fellows (track retention, the awarding of national fellowships, time to degree, and placement).
-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.
Bachelor's Degree required.
Two years of administrative experience in higher education preferred; excellent organizational ability is essential as are flexibility and accuracy with attention to detail; good judgment and initiative; adaptive and resourceful; ability to deal effectively and congenially with faculty, students, and staff members; and excellent written and oral skills. Ability to maintain confidential files and information as well as communicate with professional discretion is essential. Sophisticated knowledge of computer software, particularly Microsoft Office programs required. Knowledge of Kentico Web Content Management System. Experience with budgets. Must be a self-starter.
Commensurate with qualifications and experience
How To Apply
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An Equal Opportunity/Affirmative Action/IRCA/Americans with Disabilities Act Employer.
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