Administrative Specialist (HEOa)

Administrative Specialist (HEOa)

POSITION DETAILS

The Administrative Specialist supports key administrative tasks critical to maintaining operational efficiency. This role provides administrative and operational support that contributes to a structured, compliant work environment in support of the Facilities Department. The Administrative Specialist reports to the Chief of Staff for Campus Planning & Facilities Management and works under general supervision.The position supports management-directed processes and operates within established campus and university policies without independent policy-making or budgetary authority. In addition to the above supporting statement and CUNY title overview, the below noted specific tasks will be performed by this role:

(Campus-specific Information and duties)

? Administrative coordination and tracking of service requests, scheduling, and office operations

? Collaborates with Property Management on tracking of Facilities? assets, assignment coordination, and compliance tracking

? Coordinates administrative workflows across Facilities, Campus Planning, Receiving and central administration in support of management-directed processes

? Provides day-to-day task guidance and coordination for assigned support staff as delegated by management

? Assists with procurement coordination of new shuttle bus tracking system, trade equipment, and leased vehicles

? Performs completion of all necessary forms for vehicle insurance coverage, fuel accounts with DCAS and WEX, Department of Motor Vehicle LENS driving clearance system, and ensures we adhere to regulatory standards and institutional policies

? Ensures that vehicles and equipment are inspected and scheduled for preventative maintenance in a timely manner

? Collects, reviews, and maintains information such as monthly vehicle usage reports and quarterly personal mileage reports (Provides reports to CUNY as requested)

? Disseminates vehicle and safety information to CCNY drivers with CUNY driving rules; obtains and maintains signed acknowledgement of receipt

? Maintains database of drivers and the vehicle related training requirements to adhere with CUNY policy, Motor vehicle usage records and driving records through various sources including the University insurance provider and State critical driver program; provides notification to management as required

? Schedules and handles invoicing for Athletic trips, field trips, college business meetings, and such

? Works with DCAS to schedule defensive driving courses and other trainings

? Works with Public Safety, Athletics, and Facilities Supervisors to ensure all vehicle inspections and maintenance are up-to-date

? Assists management with maintaining and updating vehicle and equipment replacement and lifecycle schedules

? May supervise support staff

QUALIFICATIONS

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

CUNY TITLE OVERVIEW

Provides administrative and program support to an administrative or academic department.

• Oversees department operations and assists management in planning department activities, creating schedules, assigning staff and preparing and delivering department communications.
• Works with appropriate offices related to personnel recruitment, expediting search activities
• Research coordinates and organizes materials for key events such as promotion and tenure reviews.
• Supervises and trains support staff and student workers.
• Manages budget and coordinates purchasing, accounting, and payroll.
• Provides instructions and basic advice to students, faculty, and others seeking information on department activities, policies, and schedules.
• Performs related duties as assigned.

Job Title Name: Administrative Specialist

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary Range: $61,831 - $68,364. 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

If you are viewing this job posting in CUNYFirst, please click on "Apply Now" on the bottom of this page and follow the instructions.

If you are viewing this job posting externally, please apply as follows:

• Go to www.cuny.edu and click on "Employment"
• Click "Search job listings"
• Click on "More options to search for CUNY jobs"
• Search for Job Opening ID number: 31813
• Click on the "Apply Now" button and follow the instructions.

PLEASE NOTE THAT YOU MUST UPLOAD A COVER LETTER AND RESUME AS ONE DOCUMENT IN ANY OF THE FOLLOWING FORMATS: doc, .docx, .pdf, .rtf, or text format.

CLOSING DATE

March 12, 2026

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: 31813

Location: City College of New York

Job Type: Full-Time