Administrative Specialist (HEOa) - Office of the Provost **POSITION DETAILS** ABOUT JOHN JAY COLLEGE John Jay College of Criminal Justice is a senior college of the City University of New York (CUNY) and an internationally recognized leader in educating for justice. John Jay is laser-focused on fueling the success of our exceptional student scholars pursuing a justice-focused education. Led by President Karol V. Mason, John Jay is a federally designated Hispanic-serving institution, it is ranked third in the nation in Black student success, and it is a top ten institution for promoting student social mobility. John Jay is proud to serve a diverse and dynamic student body of 15,000 students, nearly fifty percent of whom are first in their family to attend college, and many of them are immigrants or children of immigrants. The College participates in the doctoral programs of the Graduate Center of CUNY and offers bachelor's and master's degrees both in traditional criminal justice-related fields of study as well as in a robust portfolio of liberal arts and sciences programs that highlight themes of justice across the arts, sciences, humanities, and social sciences. The College seeks staff and faculty members who thrive in a multicultural academic environment and are committed to cementing our culture of pride, distinction and excellence. **CAMPUS-SPECIFIC INFORMATION** Reporting directly to the Director of Academic Operations and Resources, the Adjunct Specialist will serve as the primary person for appointing and processing timely payment of part time instructional staff. The successful candidate will work collaboratively with the department chairs and administrators, Provost Office staff and Human Resources staff to ensure that the appropriate documents and electronic forms are captured and reviewed in Academic Affairs prior to submission to Human Resources. The Adjunct Specialist is expected to exercise significant and sound judgment in the development of recommendations and to assist with the management of the adjunct vetting and appointment process. The incumbent will promote detailed and informed decision-making and will develop and prepare scheduled and ad hoc reports for decision-making and presentation to internal and external stakeholder. In order to serve as a resource for faculty and staff in the academic departments and programs, responsibilities include, but are not limited to: + Managing the substitute faculty appointment process + Reviewing the curriculum vitae/ resume for each new instructional adjunct or substitute to confirm academic eligibility for their initial appointment + Reviewing of each electronic instructional adjunct appointment/ action form for subdivision- level approval + Ensuring compliance with the University bylaws, PSC-CUNY collective bargaining agreement, and the John Jay College workload guidelines policies and procedures related to complex practices such as contractual limitations and multiple- year appointments for adjunct and college laboratory technicians + Collecting information associated with overloads, multiple positions, and summer chair compensation + Accurately capturing and updating information on instructional adjunct costs and assignments in a local database and CUNYfirst + Reconciling instructional adjunct expenses with the Budget Office on a monthly basis + Producing and maintaining a detailed report for each semester to assist in developing instructional adjunct cost projections and tracking trends + Serving as the primary liaison to Payroll for instructional adjuncts, college laboratory technicians and graduate assistant appointments + Managing the bi-weekly submission of college laboratory technician time sheets; and + Assist with other projects and perform other duties within the Office of Academic Affairs as assigned **QUALIFICATIONS** **MINIMUM Qualifications** Bachelor’s degree and four years’ related experience required **PREFERRED Qualifications** + Minimum of two years of professional experience in an academic environment. + Expert skills and knowledge with Microsoft Office; + Familiarity with CUNYFirst or Oracle/People Soft software; + Articulate, self-motivated, highly resourceful, well-organized, detail-oriented and flexible; + Documented ability to prioritize and work accurately in a fast-paced environment with short turn-around deadlines; + Demonstrated ability to prioritize and manage multiple assignments and projects simultaneously, and follow through on issues in a timely manner; + Excellent customer service, interpersonal and communication skills (both verbal and written) to interface and coordinate with large and diverse numbers of internal and external contacts; + Friendly, positive and adaptable attitude, with a high degree of professionalism, discretion and professional integrity to manage sensitive work and exercise sound judgementand resolve problems with diplomacy; and + Computer proficiency using administrative and financial systems, databases and programs including Microsoft Office, + CUNYfirst, and virtual meeting/ conferencing and collaboration tools (MS Teams, Zoom, etc.). **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** $70,238- $79,188 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** If you are viewing the job posting on any website other than CUNYFirst, please follow the instructions below: + Go to www.cuny.edu and click on “Employment” + Click “Search job listings” + Search by job Opening ID number 29663 + Click on “more options to search for CUNY jobs” + Click on the “Apply Now” button and follow the instructions Once you have registered or logged in with your user name and password, upload your cover letter, resume, and the names and contact information of three professional references as one document. **CLOSING DATE** Posting closes on February 11, 2025. Review of resumes begin February 12, 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 29663 Location John Jay College