Administrative Specialist (Law School)

POSITION DETAILS

Reporting to the Associate Dean for Administration and Finance, the Administrative Services Specialist works closely with the members of the Division’s leadership team as well as administrators and other staff throughout the Law School. The Administrative Services Specialist manages a portfolio of projects and provides ongoing coordination and support to ensure outstanding performance of the Administrative Services Division.

• Together with the Admin/Finance Dean, drive efforts to modernize and strengthen business processes within the Division and in support of administrative activities throughout the Law School.
• Conduct information collection and analysis pertaining to administrative processes, identify opportunities to modernize and streamline processes. Assist in measuring results.
• Utilize collaboration and automation features of software such as Processmaker and Microsoft 365 to support new and redesigned processes. Partner with IT specialists and developers to plan process automation.
• Utilize tools such as Sharepoint and Wordpress to maintain a web based portal containing information about administrative services within the School.
• In partnership with Division teams, provide and support to other staff regarding new tools and processes.
• Contribute to the smooth operation of the Administrative Services Division by managing and tracking a portfolio of projects, with emphasis on ensuring follow-through and the delivery of a high level of customer service.
• Work closely with heads of the Division, including Facilities, Human Resources, Finance, IT, and others.
• Identify and pursue opportunities to enhance the quality of service that the division provides to staff, faculty, and students.
• Track the progress of multiple complex projects that involve multiple departments, such as facilities and technologies projects.
• Participate in/facilitate meeting to monitor progress, communicate with stakeholders, and maintain documents.
• Support the Admin/Finance Dean with scheduling and a variety of other administrative tasks.
• Coordinate the scheduling of regular and ad hoc meetings with multiple internal and external participants.
• Act as a point person on behalf of the Admin/Finance Dean to support department heads and facilitate collaboration across departments within the division.
• Address questions and respond to communications in the absence of the Admin/Finance Dean. May represent the Admin/Finance Dean at meetings.

Perform related duties as assigned.

Nights and weekends may be required.

This position is PSC union excluded. Like other staff in the Law School, you are subject to the same in-person requirements, which entail a minimum of 70% in-person on-campus presence over two weeks. This requirement for in-person work may be higher than 70% based on departmental and divisional needs.

QUALIFICATIONS

Bachelor's Degree and four years' relevant experience required.

Preferred

• Good written communication skills
• Strong comfort level with Microsoft Office (or similar) software, especially Microsoft Excel.
• Experience working in a University Dean’s Office or similar administrative environment within higher education
• Experience leading meetings and acting as a champion for large, complex and/or long-term projects
• Strong comfort level with technology tools; ability to learn software and support others in its use; experience with process/workflow tools and/or project management software
• Familiarity with PeopleSoft products.
• Strong interpersonal communication skills; ability to articulate plans, gain buy-in, and report effectively to a range of audiences

CUNY TITLE OVERVIEW

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.

Job Title Name: Administrative Specialist

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

$70,238 - $79,188

Salary commensurate with education and experience.

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

To apply, go to www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID or Title. Select "Apply Now" and provide the requested information.

CLOSING DATE

Applications will be accepted through February 9, 2025.

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.

Job ID

29565

Location

CUNY School of Law