Administrative Specialist jobs at Syracuse University - 48 jobs

* Job Type: Officer of Administration * Bargaining Unit: * Regular/Temporary: Regular * End Date if Temporary: * Hours Per Week: 35 * Standard Work Schedule: * Building: * Salary Range: $78,300-$90,300 The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Position Summary The Administrative Coordinator, Communications provides operational support to the Chief Communications Officer and senior leadership team. The role serves as a central liaison for scheduling, staff meeting execution, vendor paperwork, purchasing, travel, facilities coordination, and HR/finance transactions that keep the Office of Communications running smoothly. The coordinator manages calendars and meeting logistics, tracks office budgets and P‑Card activity, processes invoices and reimbursements, supports SOWs and writer agreements, and maintains systems and subscriptions used by the team. This position partners extensively with the Dean's Office, Finance, HR, Facilities, Faculty Club, Media Relations, and departments across CUIMC and the University. Responsibilities * Staff meeting liaison to the CCO: plan agendas, coordinate speakers, prepare materials, capture and circulate notes/action items. * Executive scheduling & calendar management: orchestrate Zoom/in‑person meetings and maintain daily calendars for the CCO and senior staff; anticipate priorities and resolve conflicts. * Correspondence & communications: draft/send routine correspondence (candidate emails, memos, staff announcements) and maintain distribution lists. * Facilities & operations liaison: triage/track outages, repairs, fire drills, and office moves in partnership with CUIMC Facilities and IT. * Finance administration: manage P‑Card transactions, monitor office budgets, and process invoices and travel/business reimbursements in partnership with Finance. * Procurement & vendor management: process ARC transactions, coordinate new vendor creation, and assist with SOWs and writer/freelancer agreements. * HR administration: manage TLAM time‑off accruals and year‑end reporting; support job postings, candidate records, and interview coordination in the HR system. * Events & travel coordination: arrange conferences/workshops and travel for senior staff; coordinate on‑campus events and catering with the Faculty Club. * Space & reservations: book rooms for video shoots and meetings via 25Live; ensure AV readiness and logistics for Media Relations and Communications. * Systems & subscriptions stewardship: subscribe/renew and maintain access to office online resources (e.g., Crain's Health Pulse, NYT, communications/web and medical tools). * Office operations: order/maintain supplies and coordinate purchase/installation of office equipment (copiers, computers, furniture). * Project management support: track milestones, owners, and deliverables for department special initiatives. Minimum Qualifications * Bachelor's degree or equivalent in education and experience plus three years of experience. * At least three (3) years of related administrative experience supporting senior leaders in a fast‑paced office. * Demonstrated proficiency with calendar management, meeting logistics, and executive support. * Strong written and verbal communication; ability to compose clear correspondence and meeting materials. * Excellent organization and attention to detail; proven ability to prioritize and meet deadlines. * High level of discretion and professionalism with confidential information. Preferred Qualification * Proficiency with MS Office/Google Workspace and Zoom; ability to learn University systems. * Experience in higher education, academic medicine, healthcare, or communications/marketing environments. * Familiarity with Columbia/ CUIMC systems and processes (ARC, TLAM, 25Live, TalentLink/HRIS). * Experience preparing SOWs and vendor agreements; understanding of procurement workflow. * Basic knowledge of budget monitoring/reporting. * Experience coordinating video shoots or AV‑rich meetings. * Project coordination certification or training (e.g., CAPM or equivalent) a plus. Competencies * Scheduling & coordination: orchestrates complex calendars, recurring meetings, and multi‑party logistics. * Financial stewardship: reconciles P‑Card activity; monitors budgets; partners with Finance on invoices and reimbursements. * Systems aptitude: works in ARC (procurement/AP), TLAM (time/leave), and 25Live (space reservations); maintains subscription platforms. * Vendor & contract support: routes SOWs/agreements; tracks status; ensures paperwork completeness. * Facilities savvy: navigates CUIMC Facilities/IT processes to resolve outages, moves, and repairs. * Event & travel planning: coordinates conferences, workshops, travel, and on‑campus events with Faculty Club and University partners. * Stakeholder engagement: communicates professionally with the Dean's Office, departments, vendors, and external speakers. * Project management: tracks tasks, risks, and deliverables; follows up to drive closure. * Service orientation: anticipates needs; provides responsive, solutions‑focused support. * Collaboration & Teamwork * Communication * Accountability & Dependability * Continuous Improvement/Adaptability * Service Excellence Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.

* Job Type: Officer of Administration * Regular/Temporary: Regular * Hours Per Week: 35 * Salary Range: $70,000 - $73,000 The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Position Summary Columbia University Benefits proudly supports a community of over 18,000 benefit-eligible employees, retirees, and eligible dependents by offering a comprehensive health and wellness suite that promotes health, well-being, educational opportunities, and long-term financial security for retirement. Reporting to the Assistant Director of Leave Management and working closely with all members of the Leave Management Office (LMO), the coordinator responds to inquiries and processes all aspects of benefits, employee leaves, workplace accommodations, and related programs to ensure compliance with university policies and federal and state leave regulations while providing expert guidance and excellent customer service to employees, managers, and human resources professionals. Responsibilities * Ensure timely intake of requests for leaves and workplace accommodations and strive to provide a resolution within 72 hours. Take prompt action to address and resolve inquiries or requests raised by employees. Engage in direct communication with employees. When necessary, escalate issues to the relevant team members or other appropriate individuals. * Assume responsibility for reviewing and responding to all inquiries related to leaves coming from employees, managers, departments, and vendors. * Conduct comprehensive research to resolve escalated issues internally or in coordination with the LMO team and outside vendors. * Review all incoming mail, and coordinate all vendor requests. Coordinate with payroll and local schools/departments to manage the overpayment process. * Support metrics reporting and trend analysis. Ensure Data Integrity and offer process improvement recommendations. Generate and present metric reports regularly to analyze disability leave and Workers' Compensation data and trends. * Work with the LMO Team to ensure program policies, procedures, and established administrative practices are followed to guarantee compliance. * Create and maintain complete and accurate records in hard copy and digitally as applicable. * Monitor and track critical dates in the leave cycle and communicate with the employee and manager/department HR as appropriate. Work with employees and managers to ensure proper timekeeping and the calculation of salary continuation, wages, or other employment records. * Maintain program databases and systems. Responsible for the documentation and updating of all processes. * Draft and maintain regular communications with stakeholders, including sending required notices, forms, and letters. * Secure and provide analysis of information, including medical documentation about employees' eligibility status, medical condition(s), occupational or employer requirements, and statutory regulations, to accurately determine eligibility for leave. * Participate in delivering leave-related training to employees, managers, department administrators, and human resources professionals. * Ensure federal and state compliance with all leaves, including certification of FMLA leaves, by maintaining current knowledge of leave laws and regulations. * Assist with other area assignments periodically to foster ongoing growth, development, and depth of knowledge. * Assist in preparing and submitting the annual OSHA and DOL reporting. * Other duties as assigned. Minimum Qualifications * Bachelor's degree and/or equivalent experience and two years of professional experience. Preferred Qualifications * Knowledge of federal and state leave-related regulations, including FMLA, ADAAA (including the interactive process), and HIPAA. * General understanding of employee benefits as they relate to leaves of absence, including FMLA, Paid Family Leave, Short/Long Term Disability, Workers' Compensation, COBRA, etc., * Working knowledge of PeopleSoft or comparable enterprise HRIS platforms. Other Requirements * Excellent proficiency with Microsoft Office programs and databases. * Excellent written, verbal, and interpersonal communication skills. * Ability to maintain high confidentiality and professionalism with a client focus. * Strong multi-tasking, prioritization, and organization skills. * Attention to detail, research, critical thinking, analytical and problem-solving skills. * Self-starter, a fast learner who can work independently under limited supervision. * Work well in an interactive team environment. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.

* Job Type: Officer of Administration * Regular/Temporary: Regular * Hours Per Week: 35 * Salary Range: $65,000.00 - $70,680.00 The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Position Summary The Division of General Medicine/Hospitalist Program seeks a highly motivated and detail-oriented Administrative Coordinator to provide comprehensive administrative support onsite at the Columbia University Medical Center. Reporting jointly to the Divisional Administrator and the Medical Director of the Hospitalist Program, this role supports both leaders and the broader Hospitalist office team. The ideal candidate will possess strong organizational skills, the ability to manage multiple priorities simultaneously, and a proactive approach to problem-solving. This position plays a key role in ensuring the smooth operation of the Hospitalist Program, including managing calendars, coordinating meetings, maintaining office systems, and supporting recruitment and scheduling efforts. The Administrative Coordinator will also be a member of the division's core administrative team, collaborating with colleagues in People & Culture, IT, and Procurement to support division-wide initiatives such as events and communications. Responsibilities * Serve as the primary liaison between the divisional administrative team and the Hospitalist group. * Provide administrative support to over 35 physicians and 75 physician assistants at Milstein Hospital. * Manage physician scheduling, maintain the Medical Director's calendar, coordinate meetings, and support working groups and social events. * Facilitate recruitment efforts, including preparing interview itineraries and escorting candidates. * Oversee the Hospital Medicine administrative office, including responding to external inquiries, submitting facilities requests, and maintaining office supplies and organization. * Administer the Hospitalist moonlighting program, including scheduling and monthly payroll submissions. * Support clinical appointment and reappointment processes in collaboration with the Manager of People & Culture. * Track professional practice evaluations, expirables, compliance documentation, and Medicaid recertifications. * Participate in weekly core administrative team meetings and assist with division-wide events such as grand rounds, retreats, and holiday gatherings. * Perform additional duties as assigned by the Divisional Administrator and Medical Director. Minimum Qualifications * Bachelor's degree or equivalent combination of education and experience. * Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams). * Ability to handle sensitive and confidential information with discretion. * Strong attention to detail and excellent organizational skills. Preferred Qualifications * At least two years of relevant administrative experience. * Experience with EPIC and Amion (or similar scheduling systems). * Ability to quickly learn new platforms (e.g., Columbia website CMS, Symplr, ARC, Interfolio). * Interest or experience in scheduling, website maintenance, and billing processes. Other Requirements * Successful completion of applicable compliance and systems training requirements. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.

* Job Type: Officer of Administration * Regular/Temporary: Regular * Hours Per Week: 35 * Salary Range: $66,000 - $68,000 The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Position Summary Reporting to the Department Administrator, our Columbia Doctors Pain Medicine practice is seeking a seasoned professional to increase efficiency and streamline financial procedures. The candidate will be responsible for timely and accurate appointment scheduling for our team of providers and the financial clearance of our customers following office protocols. Responsibilities * Schedule and reschedule as necessary all appointments, utilizes existing tools to facilitate securing the right medical provider, documents patient special needs and accommodations, ensures that patients understand the arrival and check in process, provides patient with all pre-appointment information as needed. * Confirm provider participation status with patient's insurance plan/network. * Encourage patient usage of Columbia Doctors patient portal. * Inform patients of insurance and billing protocols, including ABNs and patient responsibility for non-covered services. Calculate and document patient out of pocket estimates for non-par and non-covered services. * Obtain financial information from patients/referring physicians for scheduled appointments, scan patient information into Epic. * Determine payer referral and authorization requirements using payer portals or telephone and ensure that all insurance information, authorizations, and referrals are in place prior to appointment. * Maintain access to all appropriate payer portals. * Initiates authorization and submits clinical documentation as requested by insurance companies, follow-up with insurers on authorization denials and work with providers to resolve issues, follows through on pre-certifications until final approval is obtained. * Capture Worker's Comp and No-Fault information as it applies and verify that all case information is open and valid. * Update Epic registration, add guarantor notes, and manage assigned patient work queues for missing information. * Greet patients, confirm demographic and insurance information, and arrive patient appointments in Epic. * Collect time of service payments, copayments/deductibles and previous balances following Columbia Doctors cash handling protocols, provide patients with receipts. * Process credit cards, checks and cash payments and post information in Epic. * Responsible for working in-basket messages daily regarding referrals and requests for appointment scheduling. * Review and work the daily Televox report by canceling and rescheduling the patients in Epic. * Assist in maintenance and creation of appointment scheduling templates. * Assist with special projects and tasks. * Interface with billing and coding teams as needed. * Participate in meetings regarding the practice. * Manage faxes, emails, and phone calls. Minimum Qualifications * Bachelor's Degree or equivalent in education and experience * Strong organization, problem-solving, computer and communication skills Preferred Qualifications * Experience with Epic EMR is desirable * Experience working in an academic medical center or physician practice Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.

* Job Type: Officer of Administration * Bargaining Unit: * Regular/Temporary: Regular * End Date if Temporary: * Hours Per Week: 35 hours * Standard Work Schedule: * Building: * Salary Range: $64,350.00 $66,000.00 The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Position Summary The Gertrude H. Sergievsky Center is seeking a highly organized and proactive Administrative Assistant to serve as a key administrative support resource and front-facing representative of the Center. This role is responsible for ensuring smooth daily office operations, providing excellent customer service to visitors and staff, and supporting a variety of administrative and research-related activities. The Administrative Assistant will manage front desk functions, coordinate office logistics, assist with facilities and space management, and support ongoing projects requiring strong organizational and communication skills. This position plays an essential role in maintaining a professional, efficient, and welcoming work environment. This is a full-time, fully on-site position that requires consistent and reliable attendance. Responsibilities Front Desk & Office Operations * Greet and assist all visitors at the front desk in a professional and welcoming manner. * Answer, screen, and route incoming calls and messages. * Manage office supply inventory, including water deliveries, printer maintenance, toner, and coffee/tea restocking. * Process and distribute mail, packages, courier deliveries, and e-faxes. * Handle key card access requests, key distribution, conference room scheduling, and maintain front desk organization. * Coordinate with Facilities and Housekeeping to support space maintenance, including submitting facilities work orders. * Perform additional administrative tasks and responsibilities as assigned. Minimum Qualifications * Bachelor's degree or equivalent in education and experience. Preferred Qualifications * Strong verbal and written communication skills. * Excellent attention to detail with strong organizational and multitasking abilities. * Demonstrated customer service orientation and ability to collaborate effectively within a team. * Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Microsoft Teams, Zoom, and OneDrive. * Relevant administrative experience. Other Requirements * This position is full-time and fully on-site. * Regular and punctual attendance is required to ensure smooth daily operations. * Ability to manage multiple competing priorities in a fast-paced environment. * Demonstrated discretion and professionalism when handling confidential information. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.

* Job Type: Support Staff - Union * Bargaining Unit: Local 2110 * Regular/Temporary: Regular * End Date if Temporary: * Hours Per Week: 35 * Standard Work Schedule: * Building: * Salary Range: $59,390 - $59,390/Annually The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Position Summary Reporting to the Senior Associate Director, Visitor Relations, the Administrative Assistant provides comprehensive administrative, operational, and programmatic coordination for the Visitors Center. The role serves as a primary point of contact for prospective students, families, campus partners, and University visitors. The incumbent coordinates on-campus visit programs that support recruitment and yield efforts for Columbia College, Columbia Engineering, and General Studies; oversees front-desk and daily operational functions of the Visitors Center; assists with visitor communications and logistics; and provides analytical and administrative support to leadership. The position requires the ability to manage competing priorities in a high-volume environment and regular interaction with internal and external stakeholders. Responsibilities * Performs core administrative and operational activities of the Visitors Center, ensuring continuity of daily operations and a high-quality visitor experience. * Serves as a primary point of contact for prospective undergraduate and graduate applicants, families, school counselors, and University visitors; conveys accurate information regarding admissions processes, visit programming, and University messaging. * Coordinates on-campus visit programs and group tours, including scheduling, space coordination, visitor flow management, and logistical planning in partnership with Admissions staff and campus service providers. * Responds to visitor concerns and operational issues; determines appropriate escalation to senior leadership when necessary. * Provides comprehensive administrative support to the Visitors Center, including calendar and schedule management, facilities and service requests, supply coordination, inbox management, and phone coverage. * Performs daily opening and closing activities for the Visitors Center; maintaining the physical presentation and readiness of public-facing spaces. * Provides group visit logistics, supports tour dismissal processes; and imparts guidance and direction to student tour guides and front-desk student staff during daily operations. * Coordinates onboarding, training, and ongoing guidance for student workers supporting front-desk and visitor operations; supports student worker engagement activities and events. * Collects and maintains visitor surveys and statistical data; and prepares regular reports and summaries for the Senior Associate Director to support operational planning and decision-making. * Collaborates with internal University partners (Admissions, Facilities, Public Safety, Events, and other administrative units) to ensure seamless coordination of visits and programs. * Represents the Visitors Center professionally in interactions with internal and external stakeholders, exercising discretion when handling sensitive or confidential information. * Performs other related duties as assigned. * Minimum Qualifications * High School diploma or the equivalent required. * A minimum of three years of progressively responsible administrative or operational experience, or an equivalent combination of education and experience, preferably in a university or other complex organization. * Excellent verbal, written, interpersonal, and organizational skills. * Demonstrated ability to exercise sound judgment, discretion, and professionalism in a high-volume, public-facing environment. * Strong attention to detail and ability to manage multiple priorities simultaneously. * Proficiency with Google Workspace and Microsoft Office applications. Preferred Qualifications * Some college preferred. * Knowledge of high volume visitor management is preferred. * Experience supporting visitor operations, event coordination, or front-facing service environments preferred. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.

* Job Type: Support Staff - Union * Bargaining Unit: 1199 Clerical * Regular/Temporary: Regular * Hours Per Week: 26 * Building: Butler Library * Salary Range: $26.86 - $26.86 per hour entry rate ($27.70 - $27.70 per hour minimum rate) The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Position Summary Columbia University Libraries is currently seeking applicants for the position of Bibliographic Assistant VI in the department of Collections Acquisition & Metadata Services. Columbia University Libraries is a globally-recognized academic research library, serving one of the world's most important centers of research and learning. The Libraries' collection includes resources in more than 450 languages and primary source materials that span over 4,000 years of human thought. The collections include over 15 million volumes, with access to over 7 million online electronic resource titles, nearly 300,000 linear feet of manuscripts and archives, over 150,000 maps, and over 1.2 million graphic and audio-visual materials. Through an extensive global network of library partnerships, Columbia Libraries also facilitates access to collections at academic, research, and public libraries across the country and the world. The Bibliographic Assistant in this position will work mainly with monograph material in the Japanese language and process the material for discovery in the Libraries catalog. The incumbent will perform all phases of bibliographic editing for monographic materials received from acquisitions departments. Schedule: This position is part time, 26hrs/week. Test: Language tests will be given on the day of the interview, including the Hepburn Romanization System. Responsibilities * Provides original and copy cataloging support for monograph material. * Receives and processes the materials. * Prepares materials for binding and preservation. Update related records in CLIO as needed. * Assists in the acquisitions process for ordering and receiving of Japanese language materials in all formats as needed. * Processes gift and exchange materials; sends gift acknowledgments as needed. * Maintains and reports monthly statistics. * Other duties as assigned. Minimum Qualifications * High school diploma and/or its equivalent and one year of related experience required. * Advanced working knowledge of the Japanese language and culture. * Good verbal and written communication skills in English and Japanese. * Good computer skills and familiarity with Microsoft Word and Microsoft Excel. * Strong attention to detail and flexibility with job assignments. * Ability to interact with a diverse group of colleagues and library users. * Ability to push, pull, and lift up to 40lbs. Preferred Qualifications * Bachelor's degree preferred. * Familiarity with the Hepburn Romanization System preferred. * Previous library experience in acquisitions and/or cataloging preferred. * Experience with OCLC Connexion preferred. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.

DETAILS The Administrative Specialist (Program Administrator) provides administrative support for the Senior Associate Dean for Academic Affairs and works on confidential, time-sensitive assignments and projects in a fast-paced office environment. The Administrative Specialist (Program Administrator) will support the functions of the Office of Academic Affairs (OAA) in the Hunter-Bellevue School of Nursing. Reporting to the Senior Associate Dean for Academic Affairs, the Administrative Specialist (Program Administrator) will: * Support the day-to-day operations of the Office of Academic Affairs (OAA). * Collect and maintain accurate data and records for reports, presentations, and other communications. * Maintain databases and document libraries to ensure data quality, completeness, and accuracy. * Manage basic office operations, including communications, meeting schedules, reports, assignments, and distribution of information. * Track budgetary data and purchasing. * Update information on the Hunter-Bellevue School of Nursing website in an accurate and timely manner. * Support and organize materials for personnel recruitment and searches, special projects, and events. * Communicate professionally, cordially, and effectively with students, staff, faculty, administrators, external partners, and others. * Respond to time-sensitive ad hoc requests. * Stay updated on CUNY, Hunter College, School and work-related policies and systems. * May supervise office staff and student workers as needed. * Undertake additional related responsibilities as needed to support the mission and strategic goals of the School of Nursing. QUALIFICATIONS Bachelor's degree and 4 years of related experience. Excellent verbal and written communication, interpersonal, organizational, prioritization, and problem-solving skills. Proficiency and competency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), and other relevant systems/software. Previous work with a College/School program with an emphasis on accreditation and/or curriculum support is desirable. 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 COMPENSATION AND BENEFITS Salary commensurate with education and experience ($ 86,741 - $94,909). 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. _CUNY is in the process of implementing salary schedule increases. Once implemented, salaries of eligible employees will increase by 3.5% effective 9/1/26, in accordance with the terms of the PSC-CUNY collective bargaining agreement._ HOW TO APPLY Applications must be submitted online by accessing the CUNY Portal on City University of New York job website ************************ To search for this vacancy, click on SEARCH ALL POSTINGS and in SEARCH JOBS field, enter the Job Opening ID number31523. Click on the "APPLY NOW" button and follow the application instructions. Current users of the site should access their established accounts; new users should follow the instructions to set up an account. Please have your documents available to attach into the application before you begin. Note, the required material must be uploaded as ONE document under CV/ Resume (do not upload individual files for a cover letter, references, etc.). The document must be in .doc, .docx, .pdf, .rtf, or text format- and name of file should not exceed ten (10) characters - also DO NOT USE SYMBOLS (such as accents (é, è, (â, î or ô), ñ, ü, ï , -, \_or c)). Incomplete applications will not be considered. Please include: * Cover Letter * Curriculum Vitae/ Resume * Names and contact information of 3 professional references Upload all documents as ONE single file-- PDF format preferred CLOSING DATE The search will remain open until the position is filled. The committee will begin reviewing complete applications on Dec. 29, 2025. Applications submitted after the deadline will only be considered if the position/s remain open after initial round. 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 31523 Location Hunter College

DETAILS** The Administrative Specialist (Program Administrator) provides administrative support for the Senior Associate Dean for Academic Affairs and works on confidential, time-sensitive assignments and projects in a fast-paced office environment. The Administrative Specialist (Program Administrator) will support the functions of the Office of Academic Affairs (OAA) in the Hunter-Bellevue School of Nursing. Reporting to the Senior Associate Dean for Academic Affairs, the Administrative Specialist (Program Administrator) will: - Support the day-to-day operations of the Office of Academic Affairs (OAA). - Collect and maintain accurate data and records for reports, presentations, and other communications. - Maintain databases and document libraries to ensure data quality, completeness, and accuracy. - Manage basic office operations, including communications, meeting schedules, reports, assignments, and distribution of information. - Track budgetary data and purchasing. - Update information on the Hunter-Bellevue School of Nursing website in an accurate and timely manner. - Support and organize materials for personnel recruitment and searches, special projects, and events. - Communicate professionally, cordially, and effectively with students, staff, faculty, administrators, external partners, and others. - Respond to time-sensitive ad hoc requests. - Stay updated on CUNY, Hunter College, School and work-related policies and systems. - May supervise office staff and student workers as needed. - Undertake additional related responsibilities as needed to support the mission and strategic goals of the School of Nursing. **QUALIFICATIONS** Bachelor's degree and 4 years of related experience. Excellent verbal and written communication, interpersonal, organizational, prioritization, and problem-solving skills. Proficiency and competency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), and other relevant systems/software. Previous work with a College/School program with an emphasis on accreditation and/or curriculum support is desirable. **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 **COMPENSATION AND BENEFITS** Salary commensurate with education and experience ($ 86,741 - $94,909). 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. **_CUNY is in the process of implementing salary schedule increases. Once implemented, salaries of eligible employees will increase by 3.5% effective 9/1/26, in accordance with the terms of the PSC-CUNY collective bargaining agreement._** **HOW TO APPLY** Applications must be submitted online by accessing the CUNY Portal on City University of New York job website ************************ To search for this vacancy, click on SEARCH ALL POSTINGS and in SEARCH JOBS field, enter the Job Opening ID number31523. Click on the "APPLY NOW" button and follow the application instructions. Current users of the site should access their established accounts; new users should follow the instructions to set up an account. Please have your documents available to attach into the application before you begin. Note, the required material must be uploaded as ONE document under CV/ Resume (do not upload individual files for a cover letter, references, etc.). The document must be in .doc, .docx, .pdf, .rtf, or text format- and name of file should not exceed ten (10) characters - also DO NOT USE SYMBOLS (such as accents (é, è, (â, î or ô), ñ, ü, ï , -, \_or c)). Incomplete applications will not be considered. Please include: - Cover Letter - Curriculum Vitae/ Resume - Names and contact information of 3 professional references Upload all documents as ONE single file-- PDF format preferred **CLOSING DATE** The search will remain open until the position is filled. The committee will begin reviewing complete applications on Dec. 29, 2025. Applications submitted after the deadline will only be considered if the position/s remain open after initial round. **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 31523 Location Hunter College

DETAILS** The Department of Social Work invites applications for full-time Administrative Coordinator under the title of assistant to the Higher Education Officer (aHEO) positions beginning in the Spring 2026. This position reports directly to the Chair. Work hours of this position would reflect a typical 9am to 5pm in the Social Work department. Candidates must have a strong commitment to support social work faculty, staff, and students. The aHEO serves as a key administrative partner to the Chair's Office in the Department of Social Work, providing operational, logistical, and communication support to ensure departmental effectiveness and a positive working environment. This role plays a central part in supporting faculty, staff, and students through coordination of academic processes, event planning, stakeholder engagement, and administrative operations. Core Responsibilities Include: Administrative and Departmental Operations + Serve as the department's administrative coordinator, ensuring smooth day-to-day operations and providing consistent administrative support to faculty and staff. + Serve as the department's administrative support to the Bronx Telehealth Counseling Center + Provide CUNYfirst permissions to students enrolling in nursing courses. + Organize and maintain departmental documents such as faculty CVs, licenses, and compliance-related materials. + Communicate with campus facilities, public safety, and building and grounds to address maintenance, security, and space-related needs. + Organize preparatory materials for internal and external meetings, including agendas, summaries, and follow-up documentation. + Send timely reminders to faculty regarding institutional requirements and deadlines (e.g., multiple position forms, evaluations, credential renewals). Academic and Event Planning Support + Develop and maintain a comprehensive annual calendar of departmental events, meetings, and key academic deadlines. + Organize the Department of Social Work's annual recognition ceremonies and Graduation Celebration, including logistics, communication with families, and coordination with faculty. + Plan and support social and community engagement events for the department, including outreach to community leaders and healthcare partners. + Support departmental efforts to communicate with external stakeholders and develop visibility for programs and initiatives. Chair's Office Support and Faculty Coordination + Serve as a reliable administrative liaison to the Chair's Office by supporting strategic initiatives, tracking documentation, and fostering timely communication. + Support the Chair and program directors by helping track student academic concerns, compiling reports, and coordinating follow-up with program directors. + Assist with committee assignments and help maintain an up-to-date list of departmental committee members and activities. The Department of Social Work is currently housed in the School of Health Sciences, Human Services, and Nursing (HS2N). The School of Health Sciences, Human Services, and Nursing currently includes six departments: Exercise Science and Recreation (EXR), Health Equity, Administration and Technology (HEAT), Health Promotion and Nutrition Sciences (HPNS); Social Work; Speech, Language and Hearing Sciences, and Nursing. The school is also home to the CUNY Institute for Health Equity. Departments in the School actively engage with community and government partners to support evidence-based practices and health equity, with a special emphasis on urban populations. The faculty are also strongly committed to high quality teaching and preparation of ethical and skilled health and human service professionals. Campus Specific Position Details: The Lehman College campus is located in the Bronx, New York and is a Senior College within the City University of New York (CUNY) system. Lehman is the only four-year public college in the Bronx and is recognized as a Hispanic-serving Institution. The college serves mainly undergraduate students preparing them for employment, the professions and further study. This is a full-time 35 hour per week on-campus, with a prescribed start time of 9am to 5pm. Remote work follows the guidelines established by the college and the university system Applicants must be legally eligible to work in the United States. Sponsorship will not be offered for this position. **QUALIFICATIONS** Bachelor's Degree from an accredited institution in a relevant field. Required Abilities: + Maintain confidentiality regarding job assignment and sensitive issues. + Maintain a welcoming, supportive attitude toward all person. + Ability to work independently under limited supervision. + Excellent interpersonal and communication skills. + Able to work effectively in a team environment with internal and external individuals from different disciplines and different levels of training. + Excellent Computer skills, including Outlook email, Microsoft Office software (Word, Excel, PowerPoint) Zoom teleconferencing platforms, and site-specific software. + Knowledge of Mac O/S is beneficial Strong written and verbal communication skills and the ability to negotiate and problem-solve. + Capacity to maintain composed demeanors under stressful situation independent judgement skills to multi-task, organize work, and set priorities. **CUNY TITLE OVERVIEW** 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 **CUNY TITLE** Assistant to HEO **FLSA** Non-exempt **COMPENSATION AND BENEFITS** $68,668-$77,269 Salaries are commensurate with education and relevant experience and are subject to the Professional Staff Congress-CUNY salary schedule. 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 ************* 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 attach a resume, and cover letter, and three professional references (name, title, organization, and contact information). **CLOSING DATE** Please submit completed applications by February 11, 2026. **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 31476 Location Lehman College

DETAILS The Department of Social Work invites applications for full-time Administrative Coordinator under the title of assistant to the Higher Education Officer (aHEO) positions beginning in the Spring 2026. This position reports directly to the Chair. Work hours of this position would reflect a typical 9am to 5pm in the Social Work department. Candidates must have a strong commitment to support social work faculty, staff, and students. The aHEO serves as a key administrative partner to the Chair's Office in the Department of Social Work, providing operational, logistical, and communication support to ensure departmental effectiveness and a positive working environment. This role plays a central part in supporting faculty, staff, and students through coordination of academic processes, event planning, stakeholder engagement, and administrative operations. Core Responsibilities Include: Administrative and Departmental Operations + Serve as the department's administrative coordinator, ensuring smooth day-to-day operations and providing consistent administrative support to faculty and staff. + Serve as the department's administrative support to the Bronx Telehealth Counseling Center + Provide CUNYfirst permissions to students enrolling in nursing courses. + Organize and maintain departmental documents such as faculty CVs, licenses, and compliance-related materials. + Communicate with campus facilities, public safety, and building and grounds to address maintenance, security, and space-related needs. + Organize preparatory materials for internal and external meetings, including agendas, summaries, and follow-up documentation. + Send timely reminders to faculty regarding institutional requirements and deadlines (e.g., multiple position forms, evaluations, credential renewals). Academic and Event Planning Support + Develop and maintain a comprehensive annual calendar of departmental events, meetings, and key academic deadlines. + Organize the Department of Social Work's annual recognition ceremonies and Graduation Celebration, including logistics, communication with families, and coordination with faculty. + Plan and support social and community engagement events for the department, including outreach to community leaders and healthcare partners. + Support departmental efforts to communicate with external stakeholders and develop visibility for programs and initiatives. Chair's Office Support and Faculty Coordination + Serve as a reliable administrative liaison to the Chair's Office by supporting strategic initiatives, tracking documentation, and fostering timely communication. + Support the Chair and program directors by helping track student academic concerns, compiling reports, and coordinating follow-up with program directors. + Assist with committee assignments and help maintain an up-to-date list of departmental committee members and activities. The Department of Social Work is currently housed in the School of Health Sciences, Human Services, and Nursing (HS2N). The School of Health Sciences, Human Services, and Nursing currently includes six departments: Exercise Science and Recreation (EXR), Health Equity, Administration and Technology (HEAT), Health Promotion and Nutrition Sciences (HPNS); Social Work; Speech, Language and Hearing Sciences, and Nursing. The school is also home to the CUNY Institute for Health Equity. Departments in the School actively engage with community and government partners to support evidence-based practices and health equity, with a special emphasis on urban populations. The faculty are also strongly committed to high quality teaching and preparation of ethical and skilled health and human service professionals. Campus Specific Position Details: The Lehman College campus is located in the Bronx, New York and is a Senior College within the City University of New York (CUNY) system. Lehman is the only four-year public college in the Bronx and is recognized as a Hispanic-serving Institution. The college serves mainly undergraduate students preparing them for employment, the professions and further study. This is a full-time 35 hour per week on-campus, with a prescribed start time of 9am to 5pm. Remote work follows the guidelines established by the college and the university system Applicants must be legally eligible to work in the United States. Sponsorship will not be offered for this position. QUALIFICATIONS Bachelor's Degree from an accredited institution in a relevant field. Required Abilities: + Maintain confidentiality regarding job assignment and sensitive issues. + Maintain a welcoming, supportive attitude toward all person. + Ability to work independently under limited supervision. + Excellent interpersonal and communication skills. + Able to work effectively in a team environment with internal and external individuals from different disciplines and different levels of training. + Excellent Computer skills, including Outlook email, Microsoft Office software (Word, Excel, PowerPoint) Zoom teleconferencing platforms, and site-specific software. + Knowledge of Mac O/S is beneficial Strong written and verbal communication skills and the ability to negotiate and problem-solve. + Capacity to maintain composed demeanors under stressful situation independent judgement skills to multi-task, organize work, and set priorities. CUNY TITLE OVERVIEW 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 CUNY TITLE Assistant to HEO FLSA Non-exempt COMPENSATION AND BENEFITS $68,668-$77,269 Salaries are commensurate with education and relevant experience and are subject to the Professional Staff Congress-CUNY salary schedule. 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 ************* 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 attach a resume, and cover letter, and three professional references (name, title, organization, and contact information). CLOSING DATE Please submit completed applications by February 11, 2026. 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 31476 Location Lehman College

DETAILS** The CUNY School of Medicine (CUNY MED) is the only medical school in the City University of New York system. Our innovative curriculum allows students to complete both their undergraduate Bachelor of Science (BS) and Doctor of Medicine (MD) degrees in seven years. CUNY MED graduated its first MD class in 2020. In addition, the CUNY MED offers a two-year Physician Assistant (PA) program to prepare health professionals licensed to practice medicine with physician supervision. Our mission is 1) to provide access to medical education to talented youth from historically underrepresented in backgrounds in medicine and to develop health professionals committed to practicing in under-served communities and 2) to perform innovative research in community health and biomedicine. The Community Health and Social Medicine (CHASM) department curricular responsibilities include providing a comprehensive effort to educate our students in the social, economic, political and, behavioral determinants of health and disease, with a focus on population health, health disparities and health care policy. CHASM's current research agenda is centered on chronic disease epidemiology, health behavior, health policy, health services and, community-based research. The Administrative Specialist will report directly to the Chair of the Department of (CHASM) at CUNY Med. Under direction, with latitude for the exercise of independent initiative and judgment, this position will perform administrative work following relevant departmental, College and University procedures. In addition to the duties above, the Administrative Specialist will: + Responsible for invoice processing and fiscal record keeping; prepares and submits expense reports; Serves as a liaison between the Office of Administration, Accounts Payable, and outside vendors to ensure accurate fiscal procedures and processing. + Serves as a resource for the Chair, Course Directors, and individual faculty. Specific functions include responsibility for collecting, revising and confirming faculty documents, promotions, tenure packets. + Provide administrative support for the education program, including scheduling meetings, arranging travel for educational events, editing and distributing surveys, collecting and analyzing data, and assisting with accreditation-related activities. + Assist the CHASM Chair with a variety of administrative tasks related to curriculum development, educational scholarship, and other professional responsibilities which includes initiating ERFs + Prepare presentation materials for internal audiences (faculty, staff, and students) as well as for regional and national educational conferences and meetings. + Assist with activities related to teaching, research, and community outreach initiatives. + Collaborate with the Department Chair to compile and complete faculty dossiers for appointments, renewals, promotions, tenure reviews, and other personnel actions. + Performs other duties as assigned by the Chair of the CHASM Department or designee. **QUALIFICATIONS** Bachelor's Degree and four years' relevant experience required. **Preferred Qualifications:** + Proven leadership abilities with a collaborative approach to advancing departmental, school, and college objectives + Strong initiative, adaptability, and capacity to work independently with minimal supervision + High level of attention to detail and adherence to deadlines + Demonstrated professionalism and the ability to exercise discretion and diplomacy in all interactions + Exceptional operational, interpersonal, and communication skills, both oral and written; experienced in managing and maintaining databases + Proficient in the use of CUNYFirst and Blackboard systems + Advanced proficiency in Microsoft Outlook, Excel, Word, and PowerPoint **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. **CUNY TITLE** Higher Education Assistant **FLSA** Non-exempt **COMPENSATION AND BENEFITS** Salary Range: $70,815 - $86,741 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. **HOW TO APPLY** Visit ************* 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. Applicants should provide a resume and cover letter. **CLOSING DATE** Open until filled. Review of resumes to begin on October 13, 2025. **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 30601 Location CUNY School of Medicine

Fiscal Year 2025-2026 Position Title Administrative Associate, Planned Giving Classification Title Administrative Assistant II Department University Advancement Posting Number R250144 Posting Link ********************************************* Employer Research Foundation Position Type RF Clerical/Technical Job Type Full-Time Appointment Term Salary Grade N.7 Posting Detail Information Position Summary Join a mission-driven team making a lasting impact at the University at Buffalo! The Administrative Associate in the Office of Planned Giving plays a vital role in advancing UB's goals for private support. This position is more than administrative support - it's an opportunity to contribute directly to donor engagement, long-term relationships, and the success of our advancement efforts. In this role, you will: Partner with advancement officers by preparing donor research, trip briefings, and follow-up materials. * Draft and edit donor correspondence, proposals, and stewardship pieces that strengthen relationships. * Manage calendars, coordinate logistics, and ensure seamless donor visits and team meetings. * Track and report donor activity in advancement systems to support fundraising strategy. * Collaborate with colleagues across Advancement on projects and initiatives that move UB forward. * Ensure smooth day-to-day operations of the Planned Giving team while handling sensitive information with professionalism. This is an excellent opportunity for a proactive, detail-oriented professional who thrives in a dynamic environment and enjoys balancing independent work with collaborative projects. If you're highly organized, a strong communicator, and eager to contribute to a team shaping UB's future, we encourage you to apply. In University Advancement, we don't just support a university-we help shape the future. Join us in building meaningful connections, fostering generosity, and advancing the mission of New York's premier public university. Division of University Advancement At the University at Buffalo, our Division of University Advancement plays a pivotal role in advancing our mission. With the historic $1 Billion Boldly Buffalo campaign recently concluded in June 2024, where more than 80,000 alumni and donors generously contributed, we're on the cusp of greatness. Our goal? To propel UB into the top 25 of national public research universities within the next decade. As part of our team, you'll build strong connections with alumni and donors worldwide, shaping the future of our institution. Join us and be part of a team that changes the world! Outstanding Benefits Package Working at UB comes with benefits that exceed salary alone. There are personal rewards including comprehensive health and retirement plan options. We also focus on creating and sustaining a healthy mix of work, personal and academic pursuit - all in an effort to support your work-life effectiveness. Visit our benefits website to learn about our benefit packages. About The University at Buffalo The University at Buffalo (UB) #ubuffalo is one of America's leading public research universities and a flagship of the State University of New York system, recognized for our excellence and our impact. UB is a premier, research-intensive public university dedicated to academic excellence. Our research, creative activity and people positively impact the world. Like the city we call home, UB is distinguished by a culture of resilient optimism, resourceful thinking and pragmatic dreaming that enables us to reach others every day. Visit our website to learn more about the University at Buffalo. University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities. As an Equal Opportunity / Affirmative Action employer, the Research Foundation will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin and veteran or disability status. Minimum Qualifications * Associate's degree or an equivalent combination of education and experience. * Minimum of 4 years' experience working in a dynamic professional office environment. * Excellent interpersonal skills, including the ability to listen and interact effectively with a diverse constituency with good judgement. * Experience with Microsoft Word, Outlook and PowerPoint, along with advanced proficiency in Microsoft Excel, including complex spreadsheet management and data reporting. * Exceptional oral and written communication skills, with the ability to draft grammatically correct, polished correspondence, reports, and news summaries. * Strong detail-oriented organizational skills with the ability to manage multiple projects independently while meeting deadlines. * Experience in file management, with the ability to establish and maintain structured systems for easy retrieval of electronic and paper documents. * Ability to work effectively within a collaborative team environment while demonstrating creativity and a solutions-oriented approach. * The ability to understand, facilitate and implement complex scheduling. Preferred Qualifications Physical Demands Salary Range $45,000 - $55,000 Additional Salary Information The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate. Work Hours 37.5 Campus South Campus Posting Alerts Special Instructions Summary Is a background check required for this posting? No Background Check Notification Contact Information Contact's Name Morgan Falzone Contact's Pronouns she/her Contact's Title Executive Director of Talent and Culture Division of University Advancement Contact's Email ******************** Contact's Phone ************* Posting Dates Posted 09/16/2025 Deadline for applicants Open Until Filled Date to be filled References Number of references required 3 Reference Cutoff Date Instructions to Applicant

Fiscal Year 2025-2026 Position Title Administrative Associate, Annual Giving Classification Title Administrative Assistant II Department University Advancement Posting Number R250197 Posting Link ********************************************* Employer Research Foundation Position Type RF Clerical/Technical Job Type Full-Time Appointment Term Salary Grade N.7 Posting Detail Information Position Summary Join a team that is propelling the University at Buffalo's future! In this high-impact role in University Advancement, the Administrative Associate for Annual Giving supports campaigns that inspire generosity, deepen alumni engagement, and ensure annual giving initiatives run seamlessly. If you thrive in an environment where organization meets purpose, collaboration drives outcomes, and the work creates meaningful impact - this is your opportunity to help shape UB's next chapter. Key duties will include: * Project & workflow coordination (intake meetings, appeal setup, timelines, logistics) * CRM record accuracy & coding (appeal assignment, opportunity linking, campaign data) * Stewardship operations (pledge and transaction follow-up, matching & acknowledgment processes) * Financial policy & budget support (invoices, reconciliation, cross-unit work groups) * Donor channels & gift processing (secure, compliant, high-touch inquiry and transaction support) The Division of University Advancement builds lasting relationships that fuel philanthropy, elevate institutional reputation, and strengthen global alumni and donor connections in support of the university's mission and strategic priorities. With the $1 billion Boldly Buffalo campaign completed in 2024, UB Advancement continues advancing the momentum to elevate UB among the nation's Top 25 public research universities. Come grow with us-and help UB grow, too. Learn more: * Our benefits, where we prioritize your well-being and success to enhance every aspect of your life. * Being a part of the University at Buffalo community. As an Equal Opportunity / Affirmative Action employer, the Research Foundation will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin and veteran or disability status. Minimum Qualifications * Requires a minimum of 4 years progressive experience in an office setting. * Strong organizational skills and the ability to work independently. * Commitment to confidentiality and attention to detail a must. * Excellent written and verbal communication skills. * Strong project management skills. * Proficient in all areas of MS Office Suite. Preferred Qualifications Physical Demands Salary Range $47,000 - $49,000 Additional Salary Information The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate. Work Hours 37.5 hours per week Campus South Campus Posting Alerts Special Instructions Summary Is a background check required for this posting? No Background Check Notification Contact Information Contact's Name Morgan Falzone Contact's Pronouns Contact's Title Executive Director of Talent and Culture Contact's Email ******************** Contact's Phone ************ Posting Dates Posted 12/18/2025 Deadline for applicants Open Until Filled Date to be filled 01/15/2026 References Number of references required 3 Reference Cutoff Date Instructions to Applicant

Vacancy #: WF250243 Apply by: February 1, 2026 Title: CSEA Administrative Assistant 2, Non-Competitive (At-Will / Non-Permanent Eligible) Salary: $59,787 Grade: CSEA SG-15 Hours: Academic Year 8:30am-4:30pm (Summers 8:00am-4:00pm) ½ hour lunch AY; ½ hour lunch Summer Duration: Non-Permanent Eligible, At-Will Requirements: Minimum Qualifications High school diploma, or high school equivalency diploma, and three years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office. Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Operating Needs: Experience with Microsoft Office Suite (PowerPoint, Word, Excel, Access, and Outlook) preferred. Experience in scheduling Outlook meetings / appointments, managing several Outlook calendars, and making travel arrangements. Additional Information: * Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community * Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role * Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link ********************************** Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Office of Employee Relations at ************** or via email at ***************. THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER Application Instructions: Applicants must submit the below documents through the online application process. Accommodations can be provided to applicants who need assistance applying online. * Classified Employment Application Form * Employment and Experience Form * Resume and/or cover letter are strongly encouraged and may be uploaded as an additional document. Please note that the application and employment forms must still be completed in their entirety. Note: The required forms are included in the online application process, which will be found after clicking "apply now" See the FAQ for using our online system. Please contact us if you need assistance applying through this website. Returning Applicants - Login to your UAlbany Careers Account to check your completed application.

Fiscal Year 2025-2026 Position Title Administrative Assistant 1, Academic Administration (NY HELPS) Classification Title Administrative Assistant 1 Department Academic Administration Posting Number C250157 Posting Link ********************************************* Employer State Appointment Type Classified Appointment Term Permanent Classified Position Type NY HELPS Temporary Until Salary Grade SG11 Posting Detail Information Position Summary The School of Management is seeking an Administrative Assistant 1 to provide essential administrative support across our academic departments. This role will serve as the primary point of contact for department chairs and faculty, coordinating office operations and academic administrative needs. Key responsibilities include, but are not limited to: * Provide general administrative support, including answering phones, handling mailings, and completing basic office tasks. * Coordinate meetings, presentations, and events. * Assist with faculty searches by organizing agendas and travel arrangements. * Accurately record and distribute meeting minutes as needed. * Maintain office supplies and inventory. * Communicate purchasing and expense report needs to the business office. * Prepare reports and documents as requested. * Support business function processing. This role requires strong organizational skills, attention to detail, and the ability to multitask in a dynamic academic environment. Learn more: * Our benefits, where we prioritize your well-being and success to enhance every aspect of your life. * Being a part of the University at Buffalo community. University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities. Departmental Operating Needs Minimum Qualifications Non-competitive (NY HELPS): * high school diploma or high school equivalency diploma * two years of experience in administrative support * use of office software (e.g., email, word processing) * provision of customer service * business writing * management of an office OR Competitive (NON-NY HELPS): Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1. Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title). Administrative Assistant Trainee 1 Transfer Eligibility Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-6 or above). Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 and successfully completed the four core administrative support courses. Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship and successfully completed the four core administrative support courses and the four elective administrative support courses, as designated by the agency. Keyboarding requirement: Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test. ALL APPLICANTS MUST MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS. ANY APPLICATIONS RECEIVED THAT DO NOT MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS WILL BE CONSIDERED UNQUALIFIED AND WILL BE DISCARDED. Preferred Qualifications Physical Demands Salary Range $47,695 Additional Salary Information Work Days Weekdays - Monday - Friday Work Hours 8:00 a.m. - 4:00 p.m. Scheduled Work Days Monday, Tuesday, Wednesday, Thursday, Friday Job Type Full-Time Campus North Campus Posting Alerts Special Instructions Summary Additional Information Is a background check required for this posting? No Background Check Notification Contact Information Contact's Name Rachel Sluberski Contact's Pronouns Contact's Title Senior Staff Assistant Contact's Email ******************** Contact's Phone ************ Posting Dates Posted 12/19/2025 Deadline for Applicants Open Until Filled Date to be Filled

The Administrative Support Specialist provides comprehensive administrative and operational support within the University's Information Technology Services (ITS) department. This position assists with daily administrative operations, financial tracking, and documentation while supporting IT staff across the University, including those in schools and colleges. The role directly supports the University's One IT initiative by contributing to coordinated, effective, and efficient operations across IT units. The incumbent plays a key part in fostering collaboration and consistency in administrative practices while demonstrating strong organization, attention to detail, and responsive service. This role requires the ability to manage multiple priorities, maintain confidentiality, and adapt to evolving operational needs. Education and Experience * Associate's degree or equivalent combination of education and experience. * Minimum two years of administrative experience, preferably in higher education or a complex organizational environment. Skills and Knowledge Required: * Ability to manage multiple priorities, maintain confidentiality, and work independently. * Strong proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and Adobe Acrobat. Preferred: * Experience providing administrative support in an IT or technical environment. * Familiarity with procurement systems, budget tracking tools, and asset management processes. * Knowledge of Salesforce, Adobe Creative Cloud, and Windows and mac OS operating systems. Responsibilities Administrative and Executive Support * Provide professional administrative assistance to ITS leadership and staff, including scheduling, correspondence, meeting coordination, and document preparation. * Support project tracking, communications, and documentation for departmental initiatives. * Serve as backup administrative support for designated staff to ensure consistent operations. Administrative and Operational Services * Deliver a range of administrative services including procurement, budget tracking, travel coordination, and onboarding processes. * Support IT staff in schools and colleges with administrative processes and coordination. * Maintain records, forms, and templates to ensure compliance with University policies and procedures. * Coordinate and maintain school/college Excel certification management, including tracking, scheduling, and communication. * Provide administrative and logistical support for CART (Computing and Accessibility Resource Team) activities, meetings, and related initiatives. Financial and Procurement Support * Assist with budget monitoring, purchasing, and expense reconciliation in accordance with University and departmental guidelines. * Process technology purchases, renewals, and vendor transactions accurately and efficiently. * Track assets, software licenses, and service contracts to support financial and operational accountability. Operational Coordination and Process Improvement * Contribute to improving administrative processes and workflows within ITS to enhance efficiency and service quality. * Collaborate with staff to implement best practices and ensure smooth coordination of administrative functions. * Assist with preparation of reports, documentation, and communications for department-wide initiatives. Other Duties * Participate in departmental meetings and projects as assigned. * Provide general office support including event coordination, supply management, and other administrative activities. Physical Requirements Not Applicable Tools/Equipment Not Applicable Application Instructions In addition to completing an online application, please attach a resume and cover letter.

Vacancy #: WF250232 Apply by: January 27, 2026 Title: Administrative Assistant 2 Salary: $59,787 Grade: CSEA SG-15 Hours: Academic Year 8:00am-4:00pm (Summers 8:00am-4:00pm) ½ hour lunch AY; ½ hour lunch Summer Duration: Contingent Permanent Requirements: COMPETITIVE MINIMUM QUALIFICATIONS: Candidates must have a reachable score on the University at Albany Administrative Assistant 2 Exam List OR Be a current NYS employee and have a current permanent appointment with 1 year of service as an Administrative Assistant 2, or in a title eligible to transfer to Administrative Assistant 2 OR Be a former NYS employee eligible for reinstatement to the title of Administrative Assistant 2 May be filled from a mandatory reemployment list if one is in effect at the time of appointment. Any resumes received that do not meet the above requirements as described will be deemed unqualified. Additional Information: * Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community * Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role * Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report ("Clery Report"): ********************************** Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at ************** or via email at ***************. THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER Application Instructions: Applicants must submit the below documents through the online application process. Accommodations can be provided to applicants who need assistance applying online. * Classified Employment Application Form * Employment and Experience Form * Optional: Resume and/or cover letter may be uploaded as an additional document. Please note that the application and employment forms must still be completed in their entirety. Note: The required forms are included in the online application process, which will be found after clicking "apply now" See the FAQ for using our online system. Please contact us if you need assistance applying through this website. Returning Applicants - Login to your UAlbany Careers Account to check your completed application.

DETAILS The Borough of Manhattan Community College (BMCC) is a vibrant, pluralistic learning community committed to students' intellectual and personal growth. The College bridges the economic and educational opportunity gap for students, more than half of whom are the first in their families to attend college. Working to strengthen a culture of care inside and outside the classroom, we share a passion for learning with students from around the world. Strategically located in downtown Manhattan, the College is in close proximity to the artistic communities of Tribeca and SoHo, the dynamic downtown financial district, and the center of New York City government at City Hall. BMCC prides itself on the diversity of our students. We are an inclusive community that promotes an atmosphere of mutual respect for each member's ethnicity, gender, age, disability, religion, political preference, sexual orientation, gender identity, and national origin, among other personal characteristics. BMCC's motto speaks to this shared sense of purpose and possibility: Start Here, Go Anywhere. We strive to increase degree completion, successful transfer, career achievement, and service and leadership within our community, New York City, and beyond. Center for Continuing Education and Workforce Development Through the Center for Continuing Education and Workforce Development, BMCC responds to community needs by providing specialized classes and employment services. Non-credit tuition classes offered throughout the year cover a broad spectrum of topics to meet the ever-changing needs and interests of adult learners. The bounty of BMCC's certificate trainings offered at the Center are a direct response to help learning become a lifelong venture and assists students with reaching personal and professional goals. In response to an increasingly competitive job market, the Center also supports multiple initiatives in retraining and upgrading job skills through partnerships with other community and state organizations that focus on underemployed and unskilled workers. BMCC is seeking two Administrative Coordinators for assignment at the Center for Continuing Education and Workforce Development to support distinct workforce development programs. * Position 1 : Reporting to the Director of Apprenticeships & Technology Training Programs, this role is central to the successful implementation of the Pre-apprenticeship Technology Program, funded by the CUNY Workforce Development Training Grant. * Position 2 : Reporting to the Director of Allied Health & Special Initiatives, this role is central to the successful implementation of the Patient Care Technician Program, funded by the CUNY Workforce Development Initiative (WDI) Training Grant. This position is contingent on grant funding and continuing financial viability through June 2027 . In addition to the CUNY Title Overview information, other key duties include, but will not be limited to the following: * Plan, organize, and assist with program activities, administrative tasks, and day-to-day office operation. * Maintain student records by navigating the Xenegrade (Xen.Dir.) registration system; assist with roster updates, attendance tracking, and program data integrity for reporting purposes. * Support personnel processes by coordinating with HR for hiring and onboarding, preparing teaching assignment letters, and distributing faculty protocol documents as directed. * Facilitate communication between instructors and students to ensure smooth program operations. * Assist in preparing and issuing completion certificates in accordance with program requirements. * Coordinate national certification exam registration, scheduling, and proctoring logistics. * Assist with managing student transportation needs, including issuing and tracking OMNY cards. NOTE: UNTIL FURTHER NOTICE, THIS POSITION IS ELIGIBLE FOR A HYBRID WORK SCHEDULE. QUALIFICATIONS MINIMUM: Bachelor's degree required. PREFERRED: * Detail-oriented with strong organization, accuracy, and follow-through; strong communication and interpersonal skills. * Proficiency with Microsoft Office Suite and/or Google Workspace; experience using Zoom and MS Teams. * Ability to work a flexible schedule, including evenings (until 9 PM) and occasional weekend hours, is expected. * Experience in Allied Health, higher education, workforce development, or continuing education environments. * Knowledge of CUNY processes/systems (CUNYFirst and CUNYBuy); hands-on experience with Xenegrade or similar registration systems a plus. Quick to learn new systems. CUNY TITLE OVERVIEW 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 CUNY TITLE Assistant to HEO FLSA Non-exempt COMPENSATION AND BENEFITS Salary range is $48,647 - $52,426, commensurate with qualifications, 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. HOW TO APPLY For full consideration, submit a cover letter and resume online via CUNY's web-based job system, addressing how your experience and credentials fulfill the responsibilities and qualifications outlined. The direct link to the job opening from external sources is: *********************************************************************************************************************************************************************************************** Current CUNY employees must apply through CUNYfirst Employee Self Service using your login credentials. After you login to CUNYfirst, navigate to job openings by following the path from the Main Menu: Employee Self Service ->Careers CLOSING DATE February 6, 2026 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 31671 Location Borough of Manhattan CC