Job Information
CUNY Administrative Executive Assistant - Dean's Office in New York, New York
Administrative Executive Assistant - Dean's Office
POSITION DETAILS
The CUNY School of Medicine (SoM) located in the heart of Harlem, New York, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, the institution transitioned to the CUNY School of Medicine in 2016. The CUNY SoM offers an accelerated BS/MD degree (7-year program) and a Physician Assistant Master’s Degree (27 months program). True to its legacy of access, opportunity, and community transformation, the medical school’s mission remains to recruit highly talented students as diverse as New York City itself. CUNY SoM places a special emphasis on the recruitment of those who are underrepresented in the field of medicine and on training high quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York’s medically under-served communities. As a major priority, CUNY SoM also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to more closely reflect the diversity of our student body.
The SoM is currently seeking an Administrative Executive Assistant. The successful candidate will play a crucial role in providing high-level administrative support, including managing complex schedules, coordinating travel, and assisting with daily operations. This role will serve as a key resource of administrative support for the Office of the Dean and act as primary point of contact and gatekeeper, handling inquiries and requests as necessary. This role will also assume oversight responsibility for coordinating and managing the daily administrative functions and logistics, ensuring all duties align with the guidance provided by the Dean.
Reporting to the Chief of Staff (or Dean), the Administrative Executive Assistant’s duties include but are not limited to the following responsibilities:
Provide executive-level administrative support, including directing incoming calls; taking detailed messages; scheduling meetings (in-person & virtual) and conference calls; overseeing multiple calendars; managing, prioritizing and responding to phone messages and emails;
Create meeting minutes by taking detailed notes and recording action items during various meetings and maintain a meeting minutes log; Improve and maintain executive office file storage/management and administrative business processes.
Prepare comprehensive agendas for meetings and conferences, ensuring all relevant materials are readily available for participants; Facilitate high-level correspondence and communications, including scheduling conference calls via Zoom, MSTeams, Cisco Webex Meetings and in-person one-on-one and up to large group meetings.
Provide logistical support for special programs, professional development, and internal and external meetings (in-person and virtual), including preparing materials, organizing participant schedules and arranging space and technology needs;
Coordinate complex domestic and international travel arrangements for the Dean, ensuring all details are meticulously organized and itinerary is communicated in advance; Arrange for daily transportation services to and from the office, ensuring punctuality and efficiency for the Dean and special guests as well as travel and itinerary for special guest when needed.
Collaborate closely with the Chief of Staff regarding daily office management, providing necessary reports and updates to ensure the office is running efficiently; Work on special project for the Dean and Chief of Staff; Assist the Chief of Staff in scheduling tours of facilities, and organizing site visits for special guests and visitors.
Monitor office inventory, order supplies as needed, and adhere to the timely processing of various reports using CUNY-Buy; adhere to timely processing of travel reports.
Maintain a high degree of professionalism and discretion in handling confidential information.
Work closely with the Dean and various members of the leadership team to organize special projects, events and activity timelines; Utilize administrative systems and processes to track commitments and ensure completion milestones.
Conduct thorough research on a diverse array of topics and produce findings into recommendations in support of the Dean’s needs; Meet predetermined deadlines for coordinating activities (reports, meetings, workshops, training, etc.);
Perform other duties as assigned by the Executive Director or designee.
QUALIFICATIONS
Bachelor's Degree and four years' relevant experience required.
PREFERRED QUALIFICATIONS:
Master’s degree in Business Administration or related field and five years of experience in administrative support role with at least 3 years year of experience directly supporting senior/executive level staff.
1-2 years of experience working in Higher Education within an urban setting.
Excellent organizational, analytical, communication and interpersonal skills required.
Experience with CUNYFirst or Peoplesoft, CUNY Buy, and other CUNY systems.
Proficiency using Microsoft Office applications (Outlook, PowerPoint, Word and Excel); video conferencing platforms (WebEx, MS Teams and Zoom);
Demonstrated problem solving, strong project management, research skills, and technology savviness/computer literacy are preferred.
Ability to manage multiple projects simultaneously for different stakeholders and meet project deadlines.
Ability to work well both independently and collaboratively in a diverse and rapid-paced academic medical environment.
Experience working with underrepresented, low-income, and marginalized students working in health-related or STEM (Science, Technology, Engineering, Mathematics, and Medicine) fields or other health professional pipeline programs is highly desirable.
Advanced understanding of the importance of inclusion in academic medicine and the impact of educational and healthcare disparities on medicine.
Knowledge of CUNY policies and procedures.
Demonstrated experience working in the C-Suite; collegiately and confidentially.
Ability to work some evenings and weekends.
CUNY TITLE OVERVIEW
Provides support to a Campus or University Executive, organizing and supervising unit activities.
Creates appointment and meeting schedules, arranges meetings, and prepares for a variety of special events. Maintains an ongoing calendar of reports, deadlines, and key dates and incorporates these into a schedule.
Coordinates Executive communications, including those requiring a high degree of sensitivity. May respond to public inquiries as well as requests from within the Campus/University community.
Organizes, creates, and distributes key, complex management reports with a high degree of accuracy.
Organizes, manages, and tracks written and email correspondence, maintaining logs and records of follow-up activities.
Procures required internal and external resources and services and manages their utilization.
May supervise office staff, performing basic Human Resources functions such as recruiting and interviewing.
May perform related duties as assigned; may participate in special projects and efforts to improve unit effectiveness.
Job Title Name: Administrative Executive Assistant
CUNY TITLE
Higher Education Assistant
FLSA
Non-exempt
COMPENSATION AND BENEFITS
Salary Range: $75,465 - $86,645
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.
HOW TO APPLY
Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID or Title. Select "Apply Now" and provide the requested information.
Candidates should provide a resume and cover letter.
CLOSING DATE
Open until filled. Review of resumes to begin on March 7, 2025.
JOB SEARCH CATEGORY
CUNY Job Posting: Managerial/Professional
EQUAL EMPLOYMENT OPPORTUNITY
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.
Job ID
29853
Location
CUNY School of Medicine