Administrative Specialist - Provost's Office
Listed on 2026-06-22
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Management
Education Administration
POSITION DETAILS
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.
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.
DUTIES- 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.
PREFERRED QUALIFICATIONS- 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.
- Oversees department operations and assists management in planning department activities,…
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