Careers Job Description
General Description
Under the daily supervision of the Principal Investigator of the Hostos Holistic Oasis for Parents' Education (HOPE) Project, a National Science Foundation-funded research project, provides clerical and administrative support to the project. Following established protocols and standard office procedures, provides receptionist services or other direct contact with customers/clients. Does routine office work on computers or other office equipment. Prepares and processes paper or electronic documents and maintains files. Fills out forms, reviews completed forms, makes corrections, enters data into computers, etc. Prepares mailings, sorts and distributes mail, assists with meetings, etc.
ABOUT OUT PROGRAM: Hostos Oasis for Parents’ Education (HOPE) is a Two Gen summer program for student parents and their children. This is part of a research project funded by the National Science Foundation (NSF) from 2022-2026. Each summer, we will welcome 22-26 student parents and their children (30-45) to our campus, Hostos Community College, in the South Bronx. The length of the program coincides with our extended 7-week summer session (first week of June-third week in July) and is 8:30 a.m.-4 p.m. Mondays-Thursdays. School-aged children will participate in the HOPE Academy for approximately 4 weeks (late June-third week in July), whereas pre-K children will participate all 7 weeks.
Our research model and programming are based on a holistic model of support for student parents including Family (high quality childcare for their children and nutritious meals during HOPE), Education (experiential learning college courses, advising, tutoring), and Professionalism (mentoring, colloquia, and professional development workshops).
The HOPE Academy Program Coordinator will report to Principal Investigator (PI) Dr. Sarah Hoiland.
Other Duties
• Greets diverse student parents and childrenwith respect; makes eye contact; addresses people by name; refers people to appropriate staff or to other offices as appropriate; takes accurate and complete messages in English (other languages may be required at time of hire); forwards messages in a timely manner;
- On-site presence 2 days per week during the summer session (approx. June 1-July 25) OR alternatively 1/2 days per week (the PI will be on site 4 days/ week)
• Provides reception/registration services at meetings, conferences, events, etc.
• Responds to routine questions and requests from clients and staff; distributes forms and applications; may review returned documents for completeness; clarifies requests; provides prompt service; explains need for any delays or additional information; keeps visitors, clients, and staff informed of progress; returns calls as appropriate;
• Identifies customers/visitors/staff with special needs and responds or refers appropriately.
• Uses standard computer software and other office technology to input, format and transcribe documents; copy and fax;, input and format spreadsheets; prepare screens for presentations; input and format publications; create mailing labels; create and track emails; locate web pages;
• Organizes and maintains paper and/or electronic files using established procedures; retrieves files as requested;
• Prepares, reviews, corrects, codes, and processes routine office forms, using established standards; performs basic calculations and computations to complete forms.
• Assists staff as directed; prepares drafts and corrects errors in documents; asks direction when instructions are unclear.
• Assists in reviewing, assessing, and evaluating incoming and outgoing submissions using established procedures, such as applications, transcripts, time sheets, etc.
• Orders and stocks supplies; keeps accurate inventories and logs; tracks routine office expenditures using established forms; gets proper approvals for all purchases; receives and verifies deliveries of routine office materials; arranges pick up of special mailings;
• Uses spreadsheets formulas, mail merge, file management and other somewhat more advanced computer software skills; secures files using established protocols
• Uses software specific to the program sponsor as needed;
• Trains Office Assistants from time to time in improved technical and office skills; provides assistance to all staff with routine office protocols, policies, and procedures; acquaints all staff on request with personnel and resources available in other RF and college offices;
• Assists with planning and implementing events, conferences, and ceremonies;
• Oversees periodic large mailings such as newsletters, subscription notices, applications, etc.
• Schedules group travel and use of college vans.
• Seeks to develop a basic knowledge of RF products, policies, procedures, and personnel.
• Seeks to develop basic knowledge of other college resources and staff.
• Comes to work on time and dressed appropriately.
• Informs supervisor when work is completed, or an assignment is needed.
• Participates in staff development and training
• Other duties as assigned.
Period of Employment: February 7, 2022- August 4, 2022
Qualifications
• Ability to direct more complex inquiries to appropriate staff;
• Ability to respond to in-person requests and provide information to satisfy simple inquiries; ability to interpret routine information and simple instructions;
• Ability to take accurate and complete messages in English (other languages may be required at time of hire); • Willingness to learn improved skills and to become knowledgeable of personnel, policies, and procedures as they pertain to work in the office;
• Ability to listen and clarify what is being said by asking questions;
• Ability to follow directions.
• Ability to participate in and contribute to a team project; ability to cooperate with others;
• Ability to remain calm in conflict situations and seek assistance as needed;
• Ability to direct customer to next level of service and work cooperatively with others to achieve customer satisfaction; ability to recognize incidents of poor service and apologize on behalf of the program;
• Ability to work with minimal supervision in areas where trained;
• Ability to sort, file, and retrieve paper and electronic documents in a timely and accurate manner;
• Basic operating knowledge of key office software packages (e.g. word processing), computer technology (e.g. web, email) and other business equipment (e.g. phones, fax, copiers, pagers, etc.);
• Ability to produce simple business documents, memoranda, spreadsheets, presentation drafts, mailings, etc. with minimal errors and on time.
QUALIFICATIONS:
- A high school diploma or its equivalent (an acceptable equivalent would be a GED), and two (2) years of full-time equivalent related work experience,
OR
- Successful completion of one (1) year of post-secondary education (or 30 college credits in a matriculated course of study) and one (1) year of related work experience,
OR
- AnAssociate's Degree from an accredited college, AND • Demonstration of the specific competencies required at the time of hire. For Senior Office Assistant, in addition to the above: two (2) years of additional related experience (e.g. AA and 2).
All candidates must have at least one year of experience (e.g. BA and 1).
NOTE: A Department with an assignment necessitating special requirements can, with the approval of RF Human Resources, require a specific language, a specific technical skill, or specific prior related work experience.
NOTE: The hiring official may assess these qualification requirements by a variety of means including but not limited to: work samples; skill proficiency tests; assessment panels; interviews; reference checks; evaluations of resumes; etc. All applicants for the same position will be evaluated in the same manner.
NOTE: this description includes the primary, but not all, responsibilities of this title; a single position may emphasize selected duties and competencies as listed in a Position Vacancy Notice at the time of recruitment; subsequently, additional duties and competencies consistent with the position may be required. At management’s discretion, positions in this title may necessitate non-traditional and changeable work schedules, off-site service delivery, periodic travel, and the acquisition and application of new technology skills.
RFCUNY Benefits
RFCUNY Employee Benefits and AccrualsAbout the Research Foundation
The Research Foundation of The City University of New York (RFCUNY) was established as a not-for-profit educational corporation chartered by the State of New York in 1963. RFCUNY supports CUNY faculty and staff in identifying and obtaining external support (pre-award) from government and private sponsors and is responsible for the administration of all such funded programs (post-award).
RFCUNY stands between CUNY’s principal investigators (PIs) and the sponsors who support them and strives to fulfill its essential responsibilities to both groups. Working closely with individual PIs and Grants Officers on the campuses, RFCUNY oversees employment, accounting, audit, reporting, purchasing, and special responsibilities that include management of a planned giving program; liaison with governmental agencies and foundations; negotiation of agreements; facility construction and renovation; protection and commercialization of intellectual property; and compliance with applicable standards in research involving human subjects, animal care, environmental and radiological safety, and conflicts of interest.
Equal Employment Opportunity Statement
Key Features
Part Time
$22.00-$30.00
12.00-19.00
Feb 18, 2022 (Or Until Filled)