Administrative Specialist (HEOa)

Administrative Specialist (HEOa)

POSITION DETAILS

The Higher Education Assistant serves as an Administrative Specialist for the Department of Mathematics, providing professional administrative and operational support to ensure the effective day-to-day functioning of the department. Under general supervision, the selected candidate will support faculty, staff, and students and assist with academic operations, personnel processes, scheduling, record keeping, and routine financial and administrative tasks.

This position assumes responsibilities previously handled by departmental administrative support staff and works closelywith the Department Administrative Officer to support departmental operations.

(Campus-specific Information and duties)

• Provide primary administrative support for the Mathematics Department office, including responding to inquiries fromstudents, faculty, and staff.

• Manage departmental email accounts, phone inquiries, and routine correspondence to ensure timely and accurate communication.

• Maintain accurate and organized departmental files, records, and databases (electronic and paper).

• Schedule meetings, reserve rooms, and assist with event and meeting logistics.

• Assist with course scheduling logistics, including data entry and coordination with central administrative offices.

• Provide administrative support to faculty related to courses, examinations, and instructional materials.

• Respond to routine student inquiries regarding departmental procedures and refer students to appropriate offices whennecessary.

• Assist with scholarship administration and student payment processes.

• Support data collection and basic analysis related to academic and departmental operations to inform routine reporting and decision-making.

• Assist with onboarding paperwork and administrative processing for adjunct faculty, college assistants, and otherdepartmental staff in coordination with Human Resources and relevant offices.

• Support payroll, timekeeping, and scheduling processes under supervision.

• Maintain records related to staff appointments, workloads, schedules, and assignments.

• Assist with tracking and preparing information related to personnel budgeting and labor costs.

• Assist with procurement requests, supply ordering, and inventory tracking.

• Support departmental compliance with college policies and procedures.

• Assist with P-Card reconciliation and documentation.

• Assist with administrative tracking and record keeping for Mathematics Department Foundation accounts, underSupervision and in accordance with applicable guidelines.

• Provide administrative support in response to departmental needs as they arise.

• Maintain reliable attendance and availability consistent with departmental operating hours.

• Demonstrate flexibility and responsiveness in supporting a dynamic academic environment.

• Perform other related administrative duties as assigned.

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 - $76,937. Salary commensurate with education and experience.

CUNY is in the process of implementing salary schedule increases. Once implemented, salaries of eligible employees will be adjusted by 3.5% effective 9/1/26, in accordance with the terms of the PSC-CUNY collective bargaining agreement.

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 search options"
• Search by Job Opening ID number 32030
• 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

April 17, 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: 32030

Location: City College of New York

Job Type: Full-Time