Confidential Executive Coordinator - VP Finance and Administration

Confidential Executive Coordinator - VP Finance and Administration

POSITION DETAILS

The Confidential Executive Coordinator will serve as the primary support position to the Vice President for Finance and Administration. The Vice President oversees four major divisions of the College with over 150 staff members. The incumbent will deal with sensitive and confidential matters, will work independently and exercise initiative, judgment and strong organizational and problem-solving skills to complete their work. They will perform a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the Office.

Reporting to the Vice President for Finance and Administration, using a genuine appreciation and understanding of protocol, discretion, confidentiality, diplomacy, and professionalism, the Confidential Executive Coordinator will:

• Manage the Vice President's calendar by receiving and initiating requests for meetings, speaking engagements and special events, prioritizing appointments and proactively resolving scheduling conflicts. Liaise with attendees and/or other groups to organize and review relevant meeting material.

• Proactively create and maintain effective workflow and communications to the Office of the Vice President including handling simultaneously a variety of projects and tasks.

• Respond to phone, email and in person enquiries by providing general information and referring enquiries to appropriate sources based on a broad knowledge of the Office’s priorities, procedures, protocols and personnel.

• Review, and distribute all incoming correspondence for the Vice President as well as manage all outgoing correspondence

• Prepare correspondence, drafts and reports of a confidential and highly sensitive nature, for the Office of the Vice President ensuring that correspondence adheres to a consistent and professional standard.

• Organize and schedule meetings, including contacting participants, booking rooms, ordering refreshments, and arranging parking as required.

• Provide support to a variety of committees by preparing and distributing agenda packages, arranging meeting dates/times/rooms, contacting participants, and undertaking follow-up on items as needed. Prepare meeting minutes as required.

• Liaise with students, staff, faculty, community members and university representatives for information sharing and exchange purposes, complaint management, and to provide guidance as appropriate.

• Maintain college wide membership/subscription log, handle renewals and payment processes.

• Initiate purchase orders/requisition requests, reconcile procurement travel cards for the VP and other division personnel as needed.

• Reconcile statements to receipts for submission to Accounting as per expenditure account guidelines. Code invoices received for payment in the Office of the Vice President as per expenditure account guidelines.

• Assign access, parking passes, and keys, and authorize payment of invoices for contractors.

• Perform research, prepare reports and oversee special projects as assigned by the Vice President.

• Support departments that report to the Office of the Vice President as requested.

• Provide support as required to the President's Office and assist with Commencement Day activities as needed.

CUNY is an equal opportunity employer, is committed to increasing the diversity of its workforce and is dedicated to recruiting and retaining professionals who share the College’s commitment to equity. It welcomes nominations of, and applications from members of protected groups including minorities, women, veterans and individuals with disabilities, as well as others who would bring additional perspectives to the university’s mission. Candidates with demonstrated commitment to diversity and inclusiveness through their research, teaching and/or service are also encouraged to apply. One of Queensborough Community College’s greatest strengths, and a necessary element of excellence, is the diversity of our community. We strive to attract and nurture a talented and diverse faculty and staff that proudly reflect the unique character of the local Queens community, the most diverse county in the United States.

QUALIFICATIONS

Bachelor's degree required.

PREFERRED QUALIFICATIONS

Administrative experience in a higher education setting.

Possess a strong capacity for attention to detail.

Excellent oral and written communication skills.

Ability to maintain a high level of professionalism and use tact and discretion in all interactions.

Ability to multi-task, take initiative and set priorities and have excellent organizational skills.

High degree of proficiency with Microsoft Office applications, including proficiency with

Outlook email and calendar functions

Must understand and be familiar with PeopleSoft, Teams and similar collaborative tools.

CUNY TITLE OVERVIEW

Provides administrative support as a confidential assistant to a Campus or University Executive.

• Coordinates office operations such as meetings, communications, events, and reports
• Maintains extensive files and records for the unit
• Maintains accurate calendars, schedules, and key dates
• Collects data for, prepares, and distributes reports and presentations using appropriate technology; runs basic system queries and reports
• Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s), manuals, and other materials
• Provides clear communications on the Executive's behalf both within and outside the unit
• Performs related duties as assigned

This position is excluded from union representation.

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary range: $47,861. - $51,781.

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

Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID or Title. Select "Apply Now" and provide the requested information.

Candidates must provide a resume and cover letter.

CLOSING DATE

January 3, 2025.

Review of resumes to begin immediately.

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

29560

Location

Queensborough CC