Project Specialist (Administrative Specialist)

Job Title: Project Specialist (Administrative Specialist)

Job ID: 24286

Location: Brooklyn College

Full/Part Time: Full-Time

Regular/Temporary: Regular

POSITION DETAILS

The Office of Strategic Initiatives (OSI) partners with the campus community to enhance organizational effectiveness. Our team works primarily with divisional units to support and provide a project management structure and support for enterprise-wide, high-impact projects as part of the Senior Vice President for Finance and Administration's (SVPFA) strategic portfolio. OSI collectively works across four core service areas: strategic initiatives, process improvement/assessment, organizational design, and enhancing department culture and climate. The project specialist will report to the Executive Director of Strategic Initiatives and provide high-level project coordination, communications support, and support for a dynamic strategic and project management office. In addition, this position will be responsible for project coordination, which will involve maintaining a project intake log for inclusion in the office's project database that documents initial contacts, outlines project deliverables, and tracks project status from discovery to closeout and control. Assist the Executive Director in organizing project assignments based on capacity and areas of expertise, monitoring and coordinating progress on active projects, and helping troubleshoot project issues or concerns, as needed. The incumbent will exercise discretion and independent judgment in coordinating, planning, and supporting office activities and making decisions, and knowing when to escalate issues, as appropriate, to the Executive Director. Successful applicants will have the organizational, analytical, and technical skills to execute the functions listed above and excellent communication and interpersonal skills.

In addition to the CUNY Title Overview, typical duties include but are not limited to:

• Serve as the initial project administrator and office liaison, develop meeting agendas and track action items, representing the office in a positive, professional, and confidential manner:
• Conduct initial intake meetings between the requestor and the project administrator or director designed to ascertain client aims, expectations, and timeframe, as well as answer questions about services and processes.
• Administer project planning, including scope of work (SOW) project documentation. Coordinate project close-out with checks against the agreed upon scope of work (SOW) project documentation.
• Track Project Engagement OSI database resources for all-client requested OSI services to ensure that they are managed and updated use by the area project manager to inform the Active Project OSI Dashboard.
• Work with Executive Director, Project Manager, and others, including IT (Information Technologies) specialists, to utilize existing next-generation project management tools (i.e., Power BI, MS Project) and create regular reports, as needed (including project capacity).
• Liaise with the office communication, design, and user experience (UX) specialist on developing, improving, and launching office, project, and divisional communications.
• Coordinate the development and implementation of strategic and operational plans that support strategic priorities and goals.
• Work with multiple units and leaders to help move an organization from its current state to its desired state.
• Work with the Director of Organization Development and Change Management on coordinating the implementation of change strategies.
• Provide administrative support to the Executive Director in growing and supporting entrepreneurial event opportunities in the college’s Performing Arts Center (PAC).
• Grant writing and research for grant opportunities in collaboration with the development office to expand philanthropic support of the PAC and opportunities for the finance and administration division.

Candidates will be required to provide proof of being fully vaccinated against COVID-19 upon commencing employment. Exemption (medical or religious) requests to this requirement will be considered in accordance with applicable law. Being fully vaccinated is defined for this purpose as being at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. Final candidates must be fully vaccinated as of their first day of employment.

QUALIFICATIONS

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

Preferred Qualifications:

• Excellent written and verbal communication skills.
• Knowledge of project coordination/project tracking tools or system (e.g., MS Project, Teams, Asana, Basecamp, Miro).
• Knowledge of and experience with operational, personnel, financial, and procurement policies, processes, and expectations within a complex institution (preferably in higher education).
• Ability to work independently and effectively manage and prioritize multiple tasks/responsibilities from several different staff.
• Must be capable of exercising sound judgment, working independently, and protecting confidentiality.

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 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

From our job posting system, select "Apply Now", create or log in to a user account, and provide the requested information. If you are viewing this posting from outside our system, please visit https://cuny.jobs/brooklyn-college/new-jobs/ .

Applicants should provide a cover letter and resume in .doc or .pdf format.

CLOSING DATE

July 15, 2022

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.