Administrative Specialist (HEOa) - Art

POSITION DETAILS

The Art Department within the Division of Humanities and the Arts serves over 800 undergraduate and graduate students across multiple degree programs. The department supports full-time faculty, adjunct instructors, and professional staff while coordinating a high volume of studio-based courses that require specialized scheduling, facilities coordination, and materials procurement.

The Administrative Specialist (HEOa) reports to the Art Department Chair and works in coordination with the Director of Budget and Operations for the Division of Humanities and the Arts. The position functions under general supervision and supports departmental planning and operations.

The Administrative Specialist provides administrative and operational support to the Art Department. The role coordinates departmental processes related to scheduling, budgeting, procurement, facilities requests, and day-to-day office operations. The position assists leadership in maintaining efficient and compliant administrative functions.

(Campus-specific Information and duties)

• Work closely with the Director of Budget and Operations, CCNY Purchasing, Scheduling and Workload, and the Art Department Chair to coordinate departmental administrative processes.
• Monitor and track Material Fee and OTPS budgets in coordination with divisional staff.
• Coordinate course scheduling and room assignments for approximately 164 courses per semester using Coursedog and related systems.
• Submit and follow up on facilities work requests for instructional and office spaces.
• Coordinate logistics for departmental events and support day-to-day operations, including responding to inquiries and managing correspondence.
• Assign and monitor work for College Assistants.
• Maintain and update personnel, student, and departmental records in accordance with policy.
• Prepare and process procurement requests for eight instructional areas, including specialized studio materials, equipment, and supplies, in compliance with college procedures.
• Provide administrative support to faculty, staff, and students.
• Coordinate large mailings and assist with drafting and proofreading departmental materials.
• Assist in reviewing and improving office procedures to enhance efficiency.
• Initiate routine administrative actions within established guidelines.
• Collaborate with the Academic Advisor and Department Chair to review enrollments and implement approved schedule adjustments in Coursedog.

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