Administrative Executive Coordinator (aHEO) – Legal Office **POSITION DETAILS** We are seeking a proactive and detail-oriented Administrative Executive Coordinator to support the Legal Office. This role is crucial in assisting with various legal matters, ensuring compliance, and facilitating the smooth operation of the legal department. This position reports to the Acting General Counsel. In addition to CUNY title overview, responsibilities include but are not limited to the following: - Assist the Head Legal Officer in managing legal matters and departmental tasks. - Conduct legal research and summarize findings to support legal strategies. - Maintain organized records of legal files and documentation. - Coordinate communication between the legal department and other departments. - Help ensure compliance with relevant laws and regulations. - Prepare reports and presentations for internal and external stakeholders. - Assist in the preparation for meetings and follow up on action items. - Assist in personnel matters, preparation of budgets, purchase order management, and monitoring expenditures to align with financial goals. -Coordinate and prepare Commission on Ethics and Lobbying in Government (COELIG) information for Financial Disclosure Statements and honoraria. -Assist with mandatory COELIG ethics training of College employees. -Help with record retention and destruction according to record retention & management guidelines. -Coordinate with Provost's Office to process adjunct workload waiver requests and reports. -Assist with time & leave reporting and timesheets for legal department. -Submit invoice payments, subscriptions, and other payments via CUNYBuy & CUNYFirst. -Submit Adjunct NTA appointments & timesheets in AEMS. -Prepare & submit agency shop fee authorizations for approval. -Monitor and respond to emails to the legal department’s general email address. **QUALIFICATIONS** Bachelor’s degree required. OTHER QUALIFICATIONS: - Previous experience in a legal or compliance role is preferred. - Strong organizational skills and attention to detail. - Excellent written and verbal communication abilities. - Proficiency in Microsoft Office Suite and legal research tools. - Ability to work independently and collaboratively within a team. **CUNY TITLE OVERVIEW** Provides administrative support to a Campus or University Executive. - Coordinates office operations such as meetings, communications, events, and reports. - Maintains extensive files and records for the unit. - Maintains accurate calendars, schedules, and key dates. - Collects data for, prepares, and distributes reports and presentations using appropriate technology. Runs basic system queries and reports to provide data. - Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s), manuals, and other materials. - Provides clear communications on the Executive's behalf both within and outside the unit. - May perform related duties as assigned; may participate in special projects and efforts to improve unit effectiveness. Job Title Name: Administrative Executive Coordinator **CUNY TITLE** Assistant to HEO **FLSA** Non-exempt **COMPENSATION AND BENEFITS** Salary commensurate with education and experience, within the approved salary range $70,541- $81,712. 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** Applications must be submitted online by accessing the CUNY Portal on City University of New York job website www.cuny.edu/employment or https://cuny.jobs/ and following the CUNYfirst Job System Instructions. To search for this vacancy, click on Search Job Listings, select More Options To Search For CUNY Jobs and enter the Job Opening ID number. 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. Please note that 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 ç)). Incomplete applications will not be considered. Please include: • Cover Letter or Statement of scholarly interests • Curriculum Vitae/ Resume • Names and contact information of 3 references Upload all documents as ONE single file-- PDF format preferred. **CLOSING DATE** The committee will begin reviewing complete applications on Feb 10, 2025. The search will remain open, and screening and review of applications will be ongoing-- until the position is filled. 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 29567 Location Hunter College