Administrative Operations Manager - Provost's Office

POSITION DETAILS

The Graduate Center (GC) is the focal point for advanced teaching and research at the City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000 square-foot facility in upper Manhattan, designed to promote collaboration among scientists in five areas of global research and innovation: nanoscience, photonics, structural biology, neuroscience, and environmental sciences.

The Graduate Center (GC) benefits from highly ambitious and diverse students and alumni—who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life.

The Administrative Operations Manager (AOM) serves as a subject matter expert, and consultant to constituents, such as Executive Officers (EOs), Assistant program Officers (APOs), etc., on administration and operations matters pertaining to Academic Affairs. The AOM, in partnership with key departments (e.g., Human Resources, Compliance and Diversity, Business Office, President’s Office) and personnel, will develop strategies and direct initiatives to: foster workforce development and planning for a range of personnel, enhance program/departmental administrative services and streamline operations, develop policies and procedures grounded in best practices and in alignment with institutional policies, financial frameworks, and strategic directions.

All full-time and part-time CUNY staff are expected to work in-person 80% of their work time. This hybrid work schedule is subject to change.

Key Responsibilities

Operational Management
Assess program and/or departmental operations to identify areas of improvement, opportunities to streamline and/or revamp operations to improve efficiency and transparency, and to maintain effective services and overall performance, etc.; develop practices to identify and administer sustainable solutions and measure progress/improvements in appropriate areas.
Develop Standard Operating Procedures (SOPs) to track and record program and/or departmental operations; utilize SOPs as a reference and/or training tool for new and/or current personnel. Update SOPs to stay aligned with departmental and/or program’s contingency plans.
Stay abreast of institutional policies and new technology; partner with appropriate personnel to conduct feasibility studies and develop and implement strategies to incorporate new technology, processes and procedures into program and/or departmental operations.
Collaborate with leaders and/or departments to assess and manage shifts in work dynamics; develop coverage/contingency plans for administrative personnel.
Responsible for project management including planning, establishing goals and timelines; lead projects to completion within budget.
Talent Management and Support
Partner with OHR and department leaders to assess and hire administrative personnel; collaborate with leaders to develop performance standards and goals, and metrics to support performance evaluation process and professional development.
Ensure that assigned staff have the necessary resources and support to perform their duties effectively.
Periodically conduct job analysis to determine job descriptions are current; partner with the Office of Human Resources (OHR) and appropriate leader(s) to revise/update job descriptions.
Provide consultation to leaders (e.g., Executive Officers) on appropriate duties of administrative staff (e.g., APOs, College Assistants, etc.); identify development needs and partner with OHR to devise and implement training and engagement initiatives.
Partner with OHR and appropriate leaders to devise and facilitate focus groups, workshops, etc. to discuss workplace matters and solutions to enhance the work environment.
Partner with appropriate departments to on-board and off board assigned personnel.
Partner with OHR and appropriate personnel to coordinate department and/or program restructuring and/or reassignment of administrative personnel.
Serve as an advisor to the Provost on workforce planning and development, administration and operations
Communications
Develop and disseminate information with the aim of enlightening target audiences on relevant policies and procedures, etc. maintain appropriate list-servs of administrative personnel.
Collaborate with the Office of Communications and Marketing to create and administer materials to promote services, events, opportunities, etc. on and off campus.
Facilitate and/or present at various forums; chair appropriate committees (e.g., APO).
Coordinate and run relevant committees of administrators.
Administration Management
Prepare and administer surveys; aggregate and perform data analysis; prepare and generate reports.
Maintain records; adhere to and educate staff on record retention policy.
Financial Management
May oversee an operational budget; forecast operational needs and prepare cost analysis and/or projections.

The incumbent will perform other duties as assigned.

QUALIFICATIONS

Bachelor's Degree and six years' relevant experience required.

A preferred candidate should have a Master’s degree, extensive knowledge of academic program administration, proven expertise in organizational development, change management, project management and familiarity with CUNY systems and policies. Additionally:

Leadership and management experience : proven track record of effectively leading and managing teams is essential.
Strong organizational and time management skills : able to manage their own time effectively, and to prioritize and organize tasks to meet deadlines.
Excellent communication and interpersonal skills : must be able to communicate effectively with staff at all levels of the organization, as well as with external partners and clients.
Strong problem-solving and decision-making skills : must be able to identify and solve problems and make well-informed and effective decisions.
Ability to maintain confidentiality.

Candidates must be legally authorized to work in the United States on a full-time basis. Sponsorship will not be offered for this position.

CUNY TITLE OVERVIEW

Manages administrative and program activities of an academic or administrative unit.

Manages administrative aspects of department operations such as admissions, recruitment, scheduling, facilities management, and events.
Serves as Office Manager, supervising and training staff, managing financial operations and budgets, and coordinating technology, equipment, security, and building maintenance requirements.
Represents management in meetings and activities related to department administration.
Maintains archives, inventories, or collections of materials or records needed by the department.
Works with fund-raising, marketing, technology, and other personnel to provide information and participate in Campus or University-wide initiatives.
Collect information for, produce, and distribute department reports covering program, fiscal, and human resources issues
Independently carries out unit activities such as approvals, student interactions, and participation in campus- or university-wide committees and projects.

Job Title Name: Administrative Manager

CUNY TITLE

Higher Education Associate

FLSA

Exempt

COMPENSATION AND BENEFITS

$105,816-$113,982/year.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

Please click on "Apply Now" below which will bring you to the registration screen. If you are a new user, you must register to apply. If you already have a user ID, please use your existing ID to apply. Please submit a cover letter and resume in Word or PDF format.

CLOSING DATE

March 22, 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.