Administrative Specialist

Administrative Specialist
** POSITION DETAILS
** The Administrative Specialist is the primary point of contact for the Office of the President for business/operation processes and, works as part of a team to provide administrative support for the office. The Administrative Specialist reports to the Executive Associate for the office and interacts with the President, senior staff and other members of the campus community on a regular basis.

Position Responsibilities:

Process a range of business services in accordance with NYS and University guidelines including but not limited to ordering supplies and equipment; creating requisitions and withdrawal requests for special events, business travel, conference registrations, the purchase of goods and services, fee payments for legal services and P-card expenditures; reconciling expenses in CUNYfirst and CUNY Buy and arranging for the electronic transfer of funds between accounts to ensure funds are available to cover reconciled expenses.

Complete variety of reports including monthly and annual mileage reports, Tax Levy and Non-Tax Levy Expenditure reports, and EXCEL charts with real-time expense and budget balance information by requested completion date to allow for review and approval. Liaison to the College business office, Campus Auxiliary, and other departments relative to office budget, OTPS and non-tax levy expenditures. Provide complete and accurate guidance to office staff about tax-levy and non-tax levy policies and procedures, ensuring compliance and accuracy in business processes.

Function as office timekeeper ensuring that timesheets for office staff and the senior staff reporting to the President are submitted on time, reviewed for completeness and accuracy, questions are resolved, timesheets are approved by President or designee and submitted to Human Resources on a timely basis. Initiate and submit access request forms and change actions for new and existing employees to ensure employees responsible for reviewing and approving financial, personnel have access appropriate to their role to CUNYfirst and electronic workflows and to the P-Card and T-Card;

submit appropriate forms to remove access for inactive employees. Under the guidance of Legal Affairs, collect documents required by outside counsel for new UCIS and DOL applications for faculty applicants, respond in a timely manner to requests for information from outside counsel relative to the processing of applications, process immigration and related legal services fees, and correspond with faculty regarding the status of their VISAs.

Serve as Recordkeeping Retention liaison providing guidance to staff about University Recordkeeping Retention Guidelines. Attend information and training workshops provided by University and College departments related to core responsibilities. Work collaboratively and as part of team to contribute to the efficient operation of the Office of the President. Perform other related duties as assigned.
** QUALIFICATIONS
* * Bachelor's Degree and four years' relevant experience required.
** 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
** Salary commensurate with education and experience 90,838 - 94,909. CUNY's benefits contribute significantly to total compensation, supporting health…