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Associate Director (Administrative Manager) – Advanced Science Research Center

CUNY Gradate Center

New York, New York 10016
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Job Status:
Full Time
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CUNY Gradate Center
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Job Details

Associate Director (Administrative Manager) – Advanced Science Research Center
Job ID: 17953
Compensation: Salary commensurate with education and experience.
Closing Date: January 12, 2018

Position Details:
The Advanced Science Research Center (ASRC), is The Graduate Center’s University-wide venture that elevates CUNY’s legacy of scientific research and education through initiatives in five distinctive, but increasingly interconnected disciplines: environmental sciences, nanoscience, neuroscience, photonics, and structural biology. The ASRC is designed to promote a unique, interdisciplinary research culture with researchers from each of the initiatives working side by side in the ASRC’s core facilities, sharing equipment that is among the most advanced available. To learn more about the Graduate Center’s ASRC visit

The Photonics Initiative of the ASRC seeks an Associate Director who will work with the Initiative Director and manage the day-to-day endeavors of the Initiative. S/he will be responsible for the design and execution of administrative operations and establishing themselves as the focal point for various personnel matters within the unit. The Associate Director will collaborate on grant proposals, develop and maintain budgets, manage staff, ensure compliance with institutional rules, and act as a liaison to internal and external partners. The incumbent will also oversee communication efforts and be responsible for the content on, and updates to, the Initiative websites, in addition to other focuses. This position reports to the Director of the Photonics Initiative.

Duties include but are not limited to:
- Assists in the logistical planning and execution of events, especially research-related meetings, workshops, and relevant conferences;
- In concert with the Director, ASRC faculty, and affiliated Post-Doctoral scholars, staff, and students, organizes annual reports, in terms of both content and financial accounting, for funding agencies;
- Monitors and evaluates unit activities;
- Organizes correspondence, accounts, contracts and billing;
- Organizes meetings of internal and external advisory boards, acts as rapporteur, and distributes notes and minutes accordingly;
- Oversees complex and high-priority projects, and responsible for the outcomes of projects;
- Performs ad hoc projects as needed;
- Responsible for the financial and budget planning for the Initiative;
- Serves as a key team member for department’s recruiting activities; coordinates recruitment plans and carries out the selection process;
- Strategizes with necessary personnel to write grant proposals; coordinates the submission of proposals and develops related budget and budget justifications.

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.

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

A preferred candidate should have:
- Master's degree.
- General financial and/or office management experience.
- Experience in strategic planning and developing new strategies to solve complex problems.
- Proficiency using computers and office software programs plus online general ledger and financial systems.
- Ability to prioritize and meet deadlines in a fast-paced environment.
- A background or strong interest in the scientific field.
- Experience with high-level research administrative operations, including strategic planning and execution.
- Work experience in research-active academic institutions.
- Strong written and verbal communication skills, interpersonal, negotiation, and presentation skills.
- Detail oriented with strong analytical, evaluative, and research skills.
- Ability to work independently and have sound judgement.
- Ability to work effectively, collaboratively, and cooperatively with diverse stakeholders, constituents, and clients of various levels.

How to Apply:
1. Please apply using the link below:
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. Make sure to upload a cover letter, resume, and contact information for three (3) professional references (name, title, and organization) by the closing date. Please upload all documents in Word or PDF format.
2. Go to and search for Job ID 17953.

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.