Administrative Coordinator
Position Title: Administrative Coordinator – Nanoscience Initiative – Advanced Science Research Center

Job ID: 22772

Compensation: Salary commensurate with education and experience

Closing Date: Open until filled with review of applications to begin on November 10, 2021

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 ASRC’s Nanoscience Initiative ( seeks an Administrative Coordinator to share and grow our vision in providing excellent scientific education to students and leading a world-class research initiative. Reporting to the Director of the Nanoscience Initiative, the Administrative Coordinator will provide administrative support to the Director and the Associate Director. The incumbent will support the administrative needs of the Nanoscience research faculty, facility directors, staff postdoctoral and student researchers, facility users, and guests while creating a welcoming and inclusive environment for all individuals. The incumbent will work closely with staff from different initiatives and the ASRC Sensor CAT ( to catalyze transformative cross-disciplinary research and foster academic-industry relationships and entrepreneurship in STEM. The incumbent will facilitate communications, scheduling, events, budget administration, invoice payments, and make travel arrangements for the Director and invited guests, while exercising discretion and diplomacy.

Duties include but are not limited to:

Assists with onboarding for new research staff and students;
Liaises with other staff and departments on projects and activities that relate to the Initiative;
Assists with supervision and training of student researchers;
Ensures payment of invoices, reimbursements, and stipends; reconciles credit card purchases; tracks account expenditures and reimbursements;
Assists with purchasing of research materials, and office and conference/event supplies;
Drafts and disseminates correspondence and emails for within and outside the Initiative;
Drafts communication material (newsletters, social media, articles) related to the Initiative for internal and external communication;
Manages the schedule for the Director of the Nanoscience Initiative;
Books travel, accommodation, and travel insurance (as needed) for the Director and invited guests;
Collects data from staff and organize files to easily locate and distribute as needed;
Assists with the preparation of meeting agendas;
Takes notes, types, and disseminates meeting notes to all relevant parties;
Manages the scheduling of conference rooms;
Assists with the preparation and execution of conferences, seminars, and events; helps draft and disseminate any related correspondence; and handles catering for events, as needed.


Bachelor's Degree required.

A preferred candidate should have:

Background or strong interest in STEM education and science communication
Strong computer skills in Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook) and Adobe Acrobat
Excellent writing and communication skills
Exceptional organization skills and attention to detail
Ability to prioritize tasks and meet deadlines while working under minimal supervision
Self-motivation to start new projects that are aligned with the Initiative’s vision
Ability to work well with teams in multi-faceted projects
Professional and welcoming attitude with eagerness to assist students, staff, and guests in the Initiative

CUNY Title Overview:

Supports projects, initiatives, and activities that impact an academic or administrative department.
Manages basic office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information.
Collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software.
Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s); maintains department archives and collections.
Conducts internet and/or database research and performs basic systems queries to locate information related to department activities.
Maintains department fiscal plans and budgets; assists in budget administration and invoice processing.
Provides basic information, instructions, and materials as requested by students, faculty, and others who contact the department.
May supervise office staff and student workers.
Performs related duties as assigned.

How to Apply:

Go to and search for Job ID 22772.

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, organization, phone number, and email). Please upload all documents in Word or PDF format.

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.

Additional Information
Position Type: Employee
Ref Code:

Contact Information
[email protected]
Advanced Science Research Center at The Graduate Center of the City University of New York
New York, 10017