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 Administrative Operations Manager (AOM) serves as a subject matter expert and consultant to constituents, such as executive officers, assistant program officers, and others, on administration and operations matters pertaining to Academic Affairs. In partnership with key departments (Human Resources, Compliance and Diversity, Business Office, President’s Office) and personnel, the AOM will develop strategies and direct initiatives to foster workforce development and planning, enhance program and departmental administrative services, streamline operations, and develop policies and procedures aligned with institutional policies, financial frameworks, and strategic directions.

• Operational Management – assess program and/or departmental operations to identify areas of improvement and opportunities to streamline; develop practices to implement sustainable solutions and measure progress.
• Develop and maintain Standard Operating Procedures (SOPs) to track and record operations; use them as references and training tools and keep them aligned with contingency plans.
• Stay abreast of institutional policies and new technologies; partner with appropriate personnel to conduct feasibility studies and implement new technologies, processes, and procedures.
• Collaborate with leaders to assess and manage shifts in work dynamics; develop coverage and contingency plans for administrative personnel.
• Lead project management activities: planning, setting goals and timelines, and ensuring completion within budget.
• Talent Management and Support – partner with OHR and department leaders to assess and hire administrative personnel; develop performance standards and goals, metrics, and provide professional development.
• Ensure staff have necessary resources and support to perform duties effectively.
• Conduct job analysis periodically to keep job descriptions current; partner with OHR to revise descriptions.
• Consult with leaders on appropriate duties of administrative staff; identify development needs and coordinate training initiatives.
• Facilitate focus groups, workshops, and other activities to improve the work environment.
• On‑board and off‑board assigned personnel; coordinate restructuring and reassignment of administrative personnel.
• Advise the Provost on workforce planning and development, administration, and operations.
• Communications – develop and disseminate information to target audiences on relevant policies and procedures; maintain appropriate mailing lists.
• Collaborate with Office of Communications and Marketing to create and administer materials to promote services, events, and opportunities.
• Facilitate and present at forums; chair relevant committees (e.g., APO).
• Administer surveys; aggregate and analyze data; prepare and generate reports.
• Maintain records; educate staff on record retention policy.
• Financial Management – may oversee an operational budget, forecast needs, and prepare cost analyses and projections.

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

• Master’s degree.
• Extensive knowledge of academic program administration, organizational development, change management, and project management.
• Familiarity with CUNY systems and policies.
• Leadership and…