Confidential Executive Coordinator

Confidential Executive Coordinator POSITION DETAILS The mission of the University Faculty Senate (UFS) of the City University of New York (CUNY) is to represent the entire faculty in shared governance on all matters relevant to the educational interests of the University. Among its deliberative charges are to work with the senior or central administration to develop and implement CUNY's Strategic Plan, to inform faculty about any changes to CUNY policies, procedures, and personnel, to make recommendations when necessary, regarding these changes, and to foster communication transparency and reciprocity between the faculty and the administration.

All these efforts are undertaken by nearly 140 elected delegates from twenty of the CUNY campuses and are coordinated by an Executive Committee and approximately 30 subcommittees. Reporting to the UFS Executive Director, the Confidential Executive Coordinator provides administrative and executive support, coordinating with internal and external constituencies, including University and campus leaders, faculty, students, higher education officials from across the country, and members of the community  coordinator performs various confidential and time-sensitive administrative and operational assignments.

The Confidential Executive Coordinator is a vital intermediary who smoothly coordinates office functions, logistics, and information flows, monitors expenditures, triages activities, supervises part-time support staff as needed, and exercises sound judgment and initiative in supporting the Executive Director and Chair of University Faculty Senate to perform their duties. In addition to the job summary above and CUNY Title Overview below, other key duties include, but will not be limited to the following: + Serves as confidential administrative support to the Executive Director and Chair of the University Faculty Senate (UFS), providing high-level, discreet support on a wide range of matters.

+ Assists the Executive Director in coordinating day-to-day office operations, including meetings, UFS plenaries, communications, and special events. + Plans and oversees room reservations, signage, security coordination, audiovisual setup, and catering for UFS meetings and visitors. + Maintains and monitors UFS calendars, confirms key dates, and proactively tracks schedules and deadlines. + Generates queries and prepares reports to support accurate data tracking and informed decision-making.

+ Updates and maintains office databases, distribution lists, and files to ensure accuracy, completeness, and accessibility. + Assists with updates and content maintenance for the UFS website, as needed. + Supports the planning and administration of annual UFS elections. + Maintains comprehensive electronic and hard-copy records for the unit in accordance with established standards. + Communicates on behalf of the Executive Director with internal and external stakeholders, as appropriate.

+ Participates in special projects and process improvement initiatives to enhance unit effectiveness and service delivery. + Delivers services in a respectful, courteous, and professional manner, providing consistent and inclusive support within the University's multicultural environment. + Performs related duties and special assignments as needed.

NOTE:

Until further notice, this position is eligible for a hybrid work schedule. QUALIFICATIONS Minimum:
Bachelor's Degree required. Preferred: + Two years' work experience performing substantive administrative work supporting an executive in a complex organization preferred. + Strong organizational and follow-through skills to coordinate work plans, prioritize work, manage multiple assignments with conflicting priorities, and meet deadlines. + Detail - oriented and accurate with strong analytical, critical thinking, and research skills. + Effective writing, editing, and proofreading skills.

+ Ability to prioritize time-sensitive assignments in a fast-paced and customer-focused environment. + Enthusiastic self-starter with a polished and courteous demeanor to sustain a welcoming and collegial office environment to all constituents. + Strong work ethic and personal integrity to work with the utmost professionalism and confidentiality. + Strong interpersonal skills to effectively communicate and work with diverse internal and external constituents.

+ Ability to maintain composure under pressure, take initiative, and exercise sound judgment and discretion in various situations and solving problems. + Strong computer proficiency using collaboration tools such as Microsoft Office 365 suite software, Outlook, Teams, Zoom, and financial, and/or academic systems. CUNY TITLE OVERVIEW Provides administrative support as a confidential assistant 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 -…