Careers Job Description
General Description
The office assistant provides vital support to co-workers at the office and to our processes at the University Transportation Research Center (UTRC) . The ideal candidate will be a problem-solver who has excellent communication skills and impeccable attention to detail. This person should have experience working in an office environment, performing administrative tasks, and providing support to coworkers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential for the position.
By reporting to the Center Director, with latitude for independent judgment, the Office Assistant will manage and perform administrative duties within the office. They will help maintain an efficient office environment and will provide administrative, secretarial, and clerical support to others in the office.
Other Duties
- Provides administrative support to a Research Center personnel.
- Coordinates office operations such as meetings, communications, events, and reports.
- Answer phones and transfer to the appropriate staff member, take and distribute messages, greet public and clients and direct them to the correct staff member.
- Receives, sort and distribute incoming mail, prepare outgoing mail for distribution, faxing, scanning and copying of documents.
- Updates and maintains databases such as mailing lists, contact lists and client information.
- Retrieves information when requested, type documents, reports and correspondence, co-ordinates and organizes appointments and meetings.
- Assists with planning and implementing events, conferences, and ceremonies;
- Oversees periodic large mailings such as newsletters, subscription notices, applications,
- Monitors and maintains office supplies, ensure office equipment is properly maintained and serviced.
- Maintains extensive files and records for the unit. Ability to keep accurate records and maintains libraries of materials.
- Maintains accurate calendars, schedules, and key dates.
- Updates office databases, lists, and files to ensure completeness and accuracy; maintain current information on department web site(s), manuals, and other materials.
- Performs other related duties as assigned.
Qualifications
- Manage the front-desk and reception areas, serving as the first point of contact for guests, employees, job candidates, and vendors
- Perform general administrative tasks, such as answering and directing phone calls; handling email, files, meeting minutes, mailings, and deliveries; and coordinating meeting-room calendars
- Keep the office clean, stocked, and organized, especially the kitchen, conference rooms, stockrooms, storage closets, and communal areas
- Order office supplies, stock supply stations, and ensure equipment is operable
- Maintain filing system, contacts database, employee lists, and inventories
- Provide ad hoc support to staff members and departments, including organization of on-site and off-site team events
Qualifications:
- A high school diploma or its equivalent (an acceptable equivalent would be a GED) and three (3) years of work experience in the required fields for the specific work area or a closely related equivalent field; OR
- Successful completion of one (1) year of college (or 30 college credits in a matriculated course of study) and three (3) years of work experience in the required fields; OR
- An Associate’s Degree from an accredited college and one (1) year of work experience in the required fields
RFCUNY Benefits
RFCUNY Employee Benefits and AccrualsAbout the Research Foundation
The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.
RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.
Equal Employment Opportunity Statement
Key Features
University Transportation Research Cente
Part Time
$25.00-$35.00
15.00-34.00
Mar 21, 2024 (Or Until Filled)