Administrative Specialist (Higher Education Assistant HEOa)

Administrative Specialist (Higher Education Assistant HEOa) POSITION DETAILS Reporting to the Dean of Arts and Humanities, the Administrative Specialist serve as a point of contact for faculty, staff, students, and visitors to the Dean’s office in Carman Hall; assess their needs and provide instructions and assistance as appropriate. Provide administrative support to facilitate smooth and efficient office operations. Tasks include, but are not limited to: provide backup administrative support including in-office coverage for administrative support staff; manage the calendars for the Dean and Associate Dean to arrange and confirm meetings and screen requests for appointments; answer telephone calls and take appropriate action to respond to the calls; complete time sheets, annual leave requests, and sick leave forms for Dean and Associate Dean, and forward signed forms to the Office of the Provost as required; fax and scan documents; maintain full-time faculty personnel files in Dean’s Office; sort and distribute the letter and package mail; handle deliveries, e.g., water for water cooler; issue keys; maintain electronic mailing list for the School of Arts and Humanities, e-mail A&H student-wide, A&H faculty-wide, and college-wide notices as requested, and monitor responses; maintain inventory of office supplies and purchase office items as needed in compliance with procurement rules (CUNYBuy). Process CUNYBuy requisitions for the Dean’s office and assist departments with CUNYBuy requisitions as needed. Process PSC and Provost funds for faculty travel (budget, travel request forms, expenses); move travel funds into travel account; collect and review applications from faculty for travel awards from the Dean; update spreadsheet summarizing details of the applications for review by Dean and communicate award details to faculty; serve as proxy for Dean, Associate Dean and A&H faculty to complete their Travel Authorizations and Travel Expense Reports. Inform new faculty of their start-up awards and monitor their use of start-up funds; communicate decisions about faculty start-up funds to department chairs and support departments to make purchases with start-up funds. Monitor budgets including Temp Services and OTPS budgets in the Lehman College Online Management Reporting System (LOMRS); run system queries for School and department as requested by the Dean; prepare reports (Budget, Deans’ Travel, OTPS, etc.) for review by Dean and Associate Dean; recommend transfer of funds between accounts to support departments and advise Dean on cost control procedures and the reallocation of funds. Monitor the School’s Lehman College Foundation account to ensure sufficient funds for payments; prepare withdrawal forms from the Foundation account when requested by the Dean; collect W4 forms from speakers, performers, and students for honoraria and reimbursement. Assist the Dean and Associate Dean with monitoring course schedules in Coursedog and assist departments and department support staff with Coursedog as needed. Coordinate and/or assist with the planning and execution of the in-person monthly meetings of the support staff (COAs, CAAs, aHEOs, etc.). Also, coordinate and/or assist with the planning and execution of the and the in-person monthly meetings of the School Executive Committee (department chairs and program directors and guests); arrange and confirm catering for in-person meetings, as well as technology support, and logistical support, as requested. Attend in-person meetings as requested. Assist the Office of the Dean and departments with the planning and execution of campus events which includes but is not limited to participating on program committees, providing logistical support such as the walk-through of facilities for planning purposes, scheduling HyFlex equipment and technology, creating program materials and providing on-site and/or remote support as required events. Attend on and off-campus meet…

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