Confidential Executive Assistant (HEa)

Job ID

27403

Location

Queens College

Full/Part Time

Regular/Temporary

Regular

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POSITION DETAILS

POSITION OVERVIEW

The Office of the Provost at Queens College is seeking a Confidential Executive Assistant. The successful candidate will be a dynamic individual who will ensure that the forward-facing aspects of the Office of the Provost are conducted in an accurate, timely, professional, and collegial manner.

CAMPUS DESCRIPTION

Queens College is part of CUNY, the City University of New York: the nation’s leading urban public university. Comprised of 25 institutions, including community colleges and four-year institutions, CUNY has nearly a quarter of a million degree-seeking students. CUNY Colleges consistently rank at or near the top of social mobility rankings: we transform lives and lift up the communities we serve.

Queens College is an urban, minority-serving public institution dedicated to the mission of serving the Borough of Queens and the City of New York by delivering an accessible, affordable, and excellent education. We serve nearly 17,000 students and boast nearly 600 outstanding full-time faculty and 1,000 adjuncts, in areas spanning the liberal arts and sciences, education, and business. We are known for having the best of both worlds: situated on a beautiful 80-acre campus, we enjoy a dramatic view of the Manhattan skyline. The Queens College community is proud of our friendly, professional, and can-do workplace culture. The Confidential Executive Assistant will be an integral and valued member of our accomplished team.

POSITION DETAILS

Reporting to the Provost and Senior Vice President of Academic Affairs, the Confidential Executive Assistant will be an integral member of the administrative and professional staff team in the Office of the Provost. The Confidential Executive Assistant will work closely with the Provost, Associate Provosts, Office of the President, and the leadership and support staff in the academic divisions, departments, and programs. The Confidential Executive Assistant ensures that the day-to-day and long-term functioning of the Office of the Provost is responsive to the needs of our various stakeholders while balancing these competing demands with the priorities of the Provost, and the Division of Academic Affairs. As the initial contact for most individuals and offices transacting business with the Office of the Provost, the Confidential Executive Assistant is vital to assisting the members of the Queens College community and other stakeholders, both within the CUNY system and externally.

POSITION RESPONSIBILITIES

• Provide executive support for the Provost and Senior Vice President for Academic Affairs
• Coordinate communications emanating from the Office of the Provost across multiple media (written, verbal, electronic), including responding to incoming communications, preparing and distributing outgoing communications, creating content, routing communications appropriately and following up, updating website and creating new content.
• Develop, under the direction of the Provost, and maintain a social media presence for the Office of the Provost across current platforms and in alignment with the general College communications strategy in this area.
• Manage events led by the Office of the Provost, including securing appropriate spaces, creating and monitoring invitations, arranging catering, creating and disseminating publicity, gathering data for and publishing programs, and on-site management during events.
• Support meetings and processes involving shared governance and faculty personnel actions, in coordination with the Associate Provost for Faculty Affairs and Curriculum, the Provost, and the Dean’s offices.
• Conduct research and prepare briefings for Provost’s Office leadership and the President as pertains to academic matters.
• Prepare, submit, and monitor reimbursements and other requests for payment.
• Prepare, submit, and monitor requests for supplies and other office procurement matters.
• Prepare and submit complex and time-sensitive reports.
• Ensure that documents sent for signature are handled appropriately and in a timely, confidential manner.
• Liaise and collaborate with College and CUNY professional staff.

QUALIFICATIONS

Bachelor’s degree and four years’ related experience required

PREFFERED QUALIFICATIONS

• Experience in an academic office setting
• Experience with procurement and payment processing systems (e.g., PeopleSoft; CUNYFirst)
• Familiarity with, and willingness to learn and utilize, the academic technologies utilized by academic affairs, and CUNY
• Proficiency in Microsoft Office Excel, Word, PowerPoint, and other computer software
• Demonstrated proficiency and interest in social media platforms
• Strong organizational skills, as evidenced by the ability to manage multiple conflicting priorities and tight deadlines
• Excellent oral and written communication skills

CUNY TITLE OVERVIEW

Supports a Campus or University Executive as a confidential assistant, 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; responds 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
• Participates in special projects and efforts to improve unit effectiveness
• Performs related duties as assigned.

This position is excluded from union representation.

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

$75,465 - $82,928

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 on any website other than CUNYfirst, please follow the instructions below:

• Go to cuny.jobs
• In the box under "job title/ keyword", enter " 27403 "

Please submit a resume, cover letter, and names of three references in any of the following formats:.doc, .docx, or .pdf format.

**Please use a simple name for the document that you uploaded, for example: JDoeResume. Documents with long names cannot be parsed by the application system.

CLOSING DATE

Open until filled with review on 11/10/2023

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.