Administrative Specialist - Provost's Office
Position Details
Reporting to the Director for Academic Operations, this position is responsible for budgetary oversight of Centers and Institutes including training on use of tax levy and non-tax levy budgets inclusive of faculty travel and expense reimbursements.
This position requires the incumbent to work in the office four days a week and one day remotely. This hybrid work schedule is subject to change.
Duties include but are not limited to:
- Strengthens budgetary oversight of the Graduate Center’s Centers and Institutes by developing annual budgets and supporting purchasing across both tax-levy and non-tax-levy funds, including those administered through the Graduate Center Foundation and the CUNY Research Foundation.
- Responsible for planning endowment spending for faculty, programs, and Centers and Institutes with endowed funds, including drafting and preparing letters and memoranda for distribution.
- Responsible for budget administration, including reconciling credit card purchases for faculty, programs, Centers, and Institutes, and participating in audits.
- Provides reports to the Provost to support data-driven decision-making and resource allocations.
- Serves as the Provost’s Office lead in coordinating flights and hotel accommodations for external visitors, including program reviewers, guest speakers, and faculty candidates.
- Manages and responds to inquiries from faculty, the Business Office, academic programs, Centers and Institutes, and other Graduate Center departments.
- Manages office databases, lists, and files to ensure completeness and accuracy.
- Enters requisitions in CUNYBuy, handles GC foundation payments/reimbursements and communicates with vendors.
- Works on ad hoc projects including research, event coordination, information or training sessions, and other work related to the Provost’s Office.
- Performs other duties as assigned.
Qualifications
Bachelor's Degree and four years' relevant experience required.
A preferred candidate should have:
- Bachelor's degree in a business related field or a Master’s degree in a business related field or education related field with two (2) years of budget management or accounting experience.
- Previous experience or knowledge of CUNY policies regarding tax levy and non-tax levy spending policy.
- Previous experience with CUNYBuy.
- Previous experience in handling tax levy and non-tax levy budgets.
- Previous experience working in an ERP (Enterprise Resource Planning) database; hands-on experience with CUNYfirst or ERP accounting modules.
- Proficient in Microsoft Suite including Word and Excel; experience with Microsoft Access, Outlook and Adobe Acrobat.
- Ability to work effectively with faculty, students and staff members.
- Excellent written and oral communication skills.
- Strong organizational skills and attention to details.
- Ability to be flexible and manage different work assignments.
- Ability to prioritize work, manage deadlines and exercise good judgment.
- Strong computer and records management skills.
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