Administrative Specialist - Provost's Office

Administrative Specialist - Provost's Office

The Graduate Center (GC) 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 five areas of global research and innovation: nanoscience, photonics, structural biology, neuroscience, and environmental sciences. The Graduate Center 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.

• Strengthen 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.
• Plan endowment spending for faculty, programs, and Centers and Institutes with endowed funds, including drafting and preparing letters and memoranda for distribution.
• Administer budgets, including reconciling credit card purchases for faculty, programs, Centers, and Institutes, and participating in audits.
• Provide reports to the Provost to support data-driven decision-making and resource allocations.
• Serve as the Provost’s Office lead in coordinating flights and hotel accommodations for external visitors, including program reviewers, guest speakers, and faculty candidates.
• Manage and respond to inquiries from faculty, the Business Office, academic programs, Centers and Institutes, and other Graduate Center departments.
• Maintain office databases, lists, and files to ensure completeness and accuracy.
• Enter requisitions in CUNYBuy, handle GC foundation payments/reimbursements, and communicate with vendors.
• Work on ad hoc projects including research, event coordination, information or training sessions, and other work related to the Provost’s Office.
• Perform other duties as assigned.

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

A preferred candidate should have:

• 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 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.
• Proficiency 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 detail.
• 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…