Administrative Specialist - Provost's Office

Administrative Specialist - Provost's Office

Reporting to the Director for Academic Operations, this position is responsible for budgetary oversight of Centers and Institutes including training on use of tax levy and non-tax levy budgets inclusive of faculty travel and expense reimbursements.

This position requires the incumbent to work in the office four days a week and one day remotely. This hybrid work schedule is subject to change.

• Strengthens budgetary oversight of the Graduate Center’s Centers and Institutes by developing annual budgets and supporting purchasing across both tax-levy and non-tax-levy funds, including those administered through the Graduate Center Foundation and the CUNY Research Foundation.
• Responsible for planning endowment spending for faculty, programs, and Centers and Institutes with endowed funds, including drafting and preparing letters and memoranda for distribution.
• Responsible for budget administration, including reconciling credit card purchases for faculty, programs, Centers, and Institutes, and participating in audits.
• Provides reports to the Provost to support data-driven decision‑making and resource allocations.
• Serves as the Provost’s Office lead in coordinating flights and hotel accommodations for external visitors, including program reviewers, guest speakers, and faculty candidates.
• Manages and responds to inquiries from faculty, the Business Office, academic programs, Centers and Institutes, and other Graduate Center departments.
• Manages office databases, lists, and files to ensure completeness and accuracy.
• Enters requisitions in CUNYBuy, handles GC foundation payments/reimbursements and communicates with vendors.
• Works on ad hoc projects including research, event coordination, information or training sessions, and other work related to the Provost’s Office.
• Performs other duties as assigned.

• Bachelor's Degree and four years' relevant experience required.
• Bachelor's degree in a business related field or a Master’s degree in a business related field or education related field with two (2) years of budget management or accounting experience.
• Previous experience or knowledge of CUNY policies regarding tax levy and non‑tax levy spending policy.
• Previous experience with CUNYBuy.
• Previous experience in handling tax levy and non‑tax levy budgets.
• Previous experience working in an ERP (Enterprise Resource Planning) database; hands‑on experience with CUNYfirst or ERP accounting modules.
• Proficient in Microsoft Suite including Word and Excel; experience with Microsoft Access, Outlook and Adobe Acrobat.
• Ability to work effectively with faculty, students and staff members.
• Excellent written and oral communication skills.
• Strong organizational skills and attention to details.
• Ability to be flexible and manage different work assignments.
• Ability to prioritize work, manage deadlines and exercise good judgment.
• Strong computer and records management skills.

Candidates must be legally authorized to work in the United States on a full‑time basis. Sponsorship will not be offered for this position.

$79,598–$98,995/year (salary range will increase to $82,384–$102,460 as of 9/1/26 per the PSC contract). 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.

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.