Assistant to the University Dean (Administrative Executive Coordinator) - Macaulay Honors College

  • Job Class: Managerial and Professional
  • Job ID Number: 7371
  • Department: Macaulay Honors College
  • Location: Macaulay Honors College
  • Closing Date: FEB 10, 2013


Campus Specific Information

Inaugurated in the Fall of 2001, Macaulay Honors College (MHC) is dedicated to providing outstanding educational opportunities for academically gifted students from the five boroughs of New York City and beyond.  Macaulay Honors College program includes generous financial support for students who are designated "University Scholars" upon admission.  In addition, MHC offers its students unique interdisciplinary seminars focusing on New York City, access to instructional technology, dedicated mentors and advisors, internships, study abroad experiences and a Cultural Passport that provides entrĂ©e to the vast cultural resources of New York City.  Macaulay Honors College operates in consortium on eight CUNY campuses: Baruch College, City College, Hunter College, John Jay College, Lehman College, Queens College, Brooklyn College, and the College of Staten Island.  Currently, MHC has approximately 1,200 University Scholars enrolled on all eight campuses.

The Assistant to the Dean reports directly to and provides high-level administrative support for the University Dean of Macaulay Honors College. The Dean is responsible for overall leadership and management of the Honors College.  The Assistant to the Dean will coordinate activities and projects with a central office staff of 29 full time professionals and five part time staff.

The duties of the Assistant to the Dean will include, but are not limited to, the following:
- Coordinate activities and projects for the University Dean and provide support for other members of the central office staff as directed by the Dean.
- Maintain the University Dean's calendar, arrange meetings, travel and other special events presided over by the Dean, coordinate the agenda or program, produce minutes, and provide necessary materials.
- Assist the Dean in generating reports, letters and other documents.
- Prepare and submit travel and expense reports for Dean.
- Work with the Dean and other staff members to develop and coordinate new programs for the Honors College.
- Work with the Director of Finance and Administration to provide invoices with proper documentation for payment through the Research Foundation, Macaulay Honors College Foundation, and tax levy accounts; prepare all necessary documentation for the invoices and maintain historic files of these expenditures.
- Train and supervise College Assistants in a variety of activities, e.g., database entries, file management, mailings.
- Answer the general Honors College telephone, screen and refer calls as appropriate, and respond to all phone inquiries regarding Macaulay Honors College.
- Receive and distribute all incoming mail and faxes.
- Respond to all emails sent to the general Honors College mailbox.
- Maintain and update files.
- Assist with the distribution of materials to students and general organizational duties during orientation, graduation, and other major events.
- Conduct research on matters related to the mission and development of the Honors College

General Duties
-Provides administrative support to a Campus or University Executive.
- Coordinates office operations such as meetings, communications, events, and reports.
- Maintains extensive files and records for the unit.   
- Maintains accurate calendars, schedules, and key dates.
- Collects data for, prepares, and distributes reports and presentations using appropriate technology.  Runs basic system queries and reports to provide data.
- Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s), manuals, and other materials.
- Provides clear communications on the Executive's behalf both within and outside the unit.
- May perform related duties as assigned; may participate in special projects and efforts to improve unit effectiveness.


Minimum Qualifications
Bachelor's Degree required.
Other Qualifications
Two years of related experience preferred.  Administrative and organizational skills, ability to manage multiple projects under tight deadlines, excellent interpersonal and communication (writing and speaking) skills, accuracy and attention to detail are musts.  Also necessary: the ability to work as part of a high level administrative team and to handle confidential financial and academic information with demonstrated tact and maturity.  Must be proficient in the entire MS Office Suite.  Additional Mac computer, graphic design, and internet skills for general research and communications highly desirable.

FLSA Status

Non Exempt

Salary Range

$50,568 - $62,661

How To Apply

Please apply using the link below:

***If you are unable to upload your application please e-mail sure to indicate which position you are applying for and that you have submitted your application online.***


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.