Administrative Coordinator - Physics - #9820560

The City University of New York (CUNY)

Date: 1 week ago
City: Queens, NY
Salary: $44,441 - $65,946 per year
Contract type: Full time


The Physics Department of Queens College seeks to hire a full-time administrative coordinator/office manager to run the departmental office. Reporting directly to the Chair of the Physics Department, the administrative coordinator/office manager assists the Chair and faculty with general and administrative activities of the Physics Department, playing a pivotal role in ensuring the smooth and efficient operation of the department's administrative functions.

The primary responsibilities include but are not limited to:

  • Assisting students with course registration and other activities in coordination with various College departments as well as guiding students to appropriate Departments and College offices/faculty for assistance, if needed
  • In coordination with the Chair and Deputy Chair, creating a course schedule via CourseDog and CUNYFirst
  • Assisting with Budget and Financial planning, including drafting a budget
  • Planning for office-related purchases in coordination with the Chief CLT
  • Updating and maintaining spreadsheets and records pertaining to faculty matters, budgets, students and alumni
  • Working with the Chair, faculty, OSRP and the Dean’s office to prepare BRC requests for hiring and reappointments
  • Preparing Electronic Personnel Action Forms (ePAFs) for instructors and staff
  • Working with HR for onboarding faculty and staff
  • Assisting in organizing Colloquia, Seminars, and other Departmental events and gatherings
  • Contributing to assessment-based efforts to improve student success in gateway and general education courses
  • Managing the Chair's calendar and setting up meeting requests from faculty, staff and other stakeholders
  • Coordinating the preparation and distribution of recruiting and other informational material
  • Supervising student office assistants


Bachelor's Degree required.

Preferred Qualifications

  • Experience at higher education institutions
  • Experience with data management platforms (CourseDog, CUNYFirst or similar) is preferred
  • Experience working with Microsoft Excel, Outlook and Word


Supports projects, initiatives, and activities that impact an academic or administrative department.

  • Manages basic office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information
  • Collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software
  • Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s); maintains department archives and collections
  • Conducts internet and/or database research and performs basic systems queries to locate information related to department activities
  • Maintains department fiscal plans and budgets; assists in budget administration and invoice processing
  • Provides basic information, instructions, and materials as requested by students, faculty, and others who contact the department
  • May supervise office staff and student workers
  • Performs related duties as assigned

Job Title Name: Administrative Coordinator


Assistant to HEO




$44,441 – $65,946. 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.


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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.


Open until filled with review to begin after May 1st, 2024


CUNY Job Posting: Managerial/Professional


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.

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