Administrative Coordinator / IT Business Solutions Assistant - Office of IT

The Graduate Center, CUNY is the focal point for advanced teaching and research at The City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000 square-foot facility in upper Manhattan, designed to promote collaboration among scientists in global research and innovation. CUNY values diversity and invites applications from underrepresented groups who will enrich the research, teaching, and service missions of the university.

The Graduate Center (GC) benefits from highly ambitious and diverse students and alumni—who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life. 

Information Technology (IT) is the division at the Graduate Center responsible for voice, video, and data systems and services. The mission of this unit is to promote, facilitate, and support the effective use of technology in the learning process, instruction and research, and processing and accessing institutional information. IT comprises of three divisions: The Division of Administrative Services concentrates on delivering and supporting a suite of operational activities such as budgeting, procurement, asset management, recruitment and personnel actions, project management, professional development, IT assessments, and administrative support for the entire department. 

The Administrative Coordinator reports to the Assistant Director of IT Administrative Services. This role: 1. requires a high level of confidentiality to support the recruitment efforts of IT staff; 2. participates in special IT projects for the Vice President and management team; 3. demonstrates business acumen to assist with creating practical business solutions in collaboration with management for effective business administration; and 4. is the primary point of contact for general administrative matters.

All full-time and part-time CUNY staff are expected to work in-person at their campus office 70% of their work time. For full-time staff, this is equivalent to 7 out of 10 days of in-person work in a two-week period (e.g., 7 days in-person, 3 days remote). This hybrid work schedule is subject to change.

Duties include but are not limited to

• Administers IT staff and IT student employee recruitment processes; prepares for new staff arrival and assists with new staff orientation; collaborates with the Offices of Human Resources, Compliance and Diversity, Financial Aid and with Academic Program Offices on recruitment matters.
• Assists in managing budget for IT search ads and recruitment efforts and creates financial reports as needed.
• Collects and analyzes data; creates metrics; develops statistical and status reports; and assists with assessments to help management with decision-making.
• Maintains the accounting of IT student employee award budget for academic year and summer semester and prepares internal reports for management.
• Maintains and updates departmental organizational chart using Visio.
• Provides administrative support for various IT activities, short-term projects, and undertakings on behalf of the Vice President and management team.
• Coordinates meetings for the VP and handles room reservations for meetings and events; handles organizing IT Staff Department, Student Technology Fee Committee and DGSC & IT meetings, conferences, and other special events.
• Acts as primary point of contact for IT website content management; ensures website content is up-to-date, standardized and consistent; works closely with Communications & Marketing, and IT staff to create new website pages as needed.
• Creates web enabled, IT Administrative Services forms and processes in SharePoint and other tools available via CUNY Office365.
• Prepares instructional documents and conducts training for IT staff on the use of new SharePoint IT Administrative Services forms and processes.
• Assists in managing the IT Administrative Services SharePoint document libraries that house IT policies, FAQs, and other departmental documentation.
• Acts as resource person regarding administrative procedures, administrative problems, and inquiries as appropriate through excellent customer service.
• Assists students with their IT-related questions, concerns and complaints throughout the academic year.
• Manages multiple email accounts and calendars and assists with guest arrivals; participates in the coordination of the day-to-day office and stockroom activities to include inventory management and logistics of office and IT supplies, hardware and software.
• Performs other duties as assigned which are reasonably within the scope of this job classification.

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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. 

Benefits
 
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 
Please go to http://cuny.jobs and search for Job ID 26763. Please click on "Apply Now" which will bring you to the registration screen. If you are a new user, you must register to apply. If you already have a user ID, please use your existing ID to apply. Please make sure to upload a cover letter and resume in Word or PDF format. 
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.