Job Title: Administrative Assistant
PVN ID: GS-2310-005907
Category: Clerical/Office Services
Location: The GRADUATE CENTER

Job Description

General Description

Répertoire International de Littérature Musicale (RILM) seeks to fill an Administrative Assistant position for its International Office in New York City. RILM publishes a suite of digital resources for music researchers. Established in 1966, the organization operates under the auspices of CUNY. The staff currently consists of forty historical musicologists, ethnomusicologists, theorists, language experts, technologists, and assistants.

The successful candidate must have superior organizational skills. The ideal person for the job will be a detailed-oriented multi-tasker, who enjoys organizing conferences and events. They will have previous experience working in an office environment, performing administrative duties and providing support to management. 

The core duties pertain to administrative and office support, conference and event planning, with some light financial duties. More specifically, the duties include: 

  • Maintain accurate up-to-date calendars; tracks correspondence, including emails
  • Schedule meetings; screens guests, responds to phone calls
  • Order office supplies and oversees equipment maintenance
  • Assist in the preparation of reports and presentations; prepares summaries and minutes of meetings as directed
  • Assist with data entry for usage and subset reports
  • Assist with scanning, filing, inventory keeping
  • Assist with banking and payment tracking 
  • Arrange and assist with Board meetings, special events, conferences, including registration and presentation dates/venues, travel arrangements, accommodations, catering, AV needs, logistics, purchasing, & shipping exhibiting materials. Printing and recording of marketing materials
  • Assist with the gathering, preparation, and dissemination of information relating to the administration and management

Other Duties

Other duties as assigned

Qualifications

  • 2+ years experience in an administrative role reporting directly to upper management
  • Superb writing and communication skills
  • Strong time-management skills and the ability to organize and coordinate multiple projects simultaneously
  • Proficiency in Microsoft Office, Google Workspace, Slack, and other office productivity tools, with the aptitude to learn new software and systems
  • Flexible team player willing to do what it takes to get the job done
  • Ability to keep organization confidentiality

We seek an individual with the ability to organize, prioritize, and coordinate day-to-day projects and assignments; work independently and as part of a team; draft basic-to-complex business-related correspondence, minutes, summary documents, etc.; communicate effectively with diverse clients and staff, providing accurate and appropriate information; organize and manage records and archival systems; handle multiple tasks and meet deadlines; and follow-up as needed and take responsibility for completing assignments.

The RILM International Center is located at 365 Fifth Avenue, New York, NY 10016. The successful candidate will need to spend time in the office in New York City. Comprehensive benefits for 20-hours plus per week.

Applicants should submit a cover letter with a resume and three references with contact information. Only candidates selected for an interview will be contacted.

RFCUNY Benefits

RFCUNY Employee Benefits and Accruals

About 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

The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.

Key Features

Department
Brook Center
Status
Part Time
Pay Range
$17.00-$22.00
Hour(s) a week
15.00-20.00
Closing Date
Dec 10, 2023 (Or Until Filled)
Bargaining Unit
Yes

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