Job Title: Academic Advisor/Administrative Specialist
PVN ID: JJ-2310-005942
Category: Instruction and Social Service
Location: JOHN JAY COLLEGE OF CRIMINAL JUSTICE

Job Description

General Description

The Program for Research Initiatives in Science and Math (PRISM) at John Jay College of Criminal Justice is seeking a dynamic and professional individual to coordinate and assist in the expansion of its thriving Collegiate Science and Technology Entry Program (CSTEP) sponsored initiatives. PRISM was founded in 2006 to expand our capacity to mentor students in scientific research skills and prepare them for careers in STEM. The Undergraduate Research Program has been highly successful, leading to a growth in the number of students performing mentored-research; an increase in the number of students graduating from science at the College; and an expansion in the number of students, and especially students from underrepresented populations, moving on to graduate and professional school. As a result of its success in mentoring students, the Program was recognized with a Presidential Award for Excellence in Science, Mathematics, and Engineering Mentoring in 2011 by the White House. Since 2015 and with the support of the New York State Education Department’s CSTEP, PRISM offers academic/career advisement, professional development initiatives, academic and financial support to 150+ STEM students, in addition tour Undergraduate Researchers.

PRISM now seeks a full-time Academic Advisor/Administrative Specialist for our CSTEP sponsored activities. Primary responsibilities include working with science and math students and faculty to provide targeted and “intrusive” academic advisement, assisting with the development and execution of program activities, collecting and organizing student data to prepare reports for our sponsors, and managing program purchase and payment requests, budgets, and account reconciliation.

Other Duties

Student Development & Advisement                                                    

  • Under the day-to-day supervision of the Program Associate Director, applies some independent judgment in providing academic advisement and other support services to students.
  • Meets with individual students and participants.
  • Assists in developing programmatic approaches/offerings and technical support to meet sponsor mandates and ensures applications are consistent with program models.
  • Assists in student recruitment and outreach; tracks student progress and performance.
  • Creates and maintains student records and uses them to prepare reports using sponsor (NYSED) reporting and tracking systems.

Program Administration

  • Assists in managing the program budget and coordinating purchasing, accounting, and reconciliation
  • Assists in planning and executing various events, ceremonies, job fairs, etc.
  • Collects, organizes, and manages student academic/financial records as required by grants sponsors using FERPA best practices.
  • Coordinate and organize materials for key functions and meetings; attend external meetings on behalf of the Program Directors and/or other senior program staff.
  • May conduct specialized data analysis and create and maintain data sets for the program; may assist other specialists with qualitative and quantitative analysis; maintains quality control of program databases; consults as needed with IT staff; may assist in writing technical portions of reports and proposals.

Other Duties:

  • Interfaces as needed with support staff from various college offices in resolving issues involving student needs or technical issues.
  • Researches and prepares reports, collects and analyzes data, drafts manuals, writes newsletters, drafts policies and procedures, creates forms, prepares and delivers presentations and keeps confidential records.
  • Uses established protocols or reporting systems for maintaining accurate, well-organized inventories of all student data, materials and equipment.
  • Attend external training as assigned and completes certification programs essential to the project.
  • Perform other duties as assigned.             

Qualifications

CORE COMPETENCIES:

  • Working knowledge of higher education and/or public administration as evidenced by study, training, certifications, prior technical/job experience, etc.
  • Ability to communicate effectively with and convey simple to complex concepts, processes, and practices to peers, supervisors, students, sponsors, administrators, a relevant target community, and parent groups; ability to listen and respond to the concerns/ideas of others;
  • Ability to work under and meet deadlines, with changing priorities;
  • Ability to respond calmly to emergencies and to fashion solutions to student, administrative, or technical problems; ability to seek assistance when needed;
  • Ability to establish community networks and deal effectively with community groups;
  • Ability to write clearly and produce/edit accurate, well-organized, and understandable reports;
  • Knowledge of community resources and networks of support for programs;
  • Knowledge of major computer software, or software of equivalent complexity, used in the learning/counseling environment or in technical support of the project;
  • Ability and willingness to acquire and apply new technology skills;
  • Knowledge of asynchronous and distance learning technology applications;
  • Ability to work as part of a team, and independently.

QUALIFICATIONS:         

Minimum Qualifications:                                                                      

A Bachelors’ Degree in a directly related field of study from an accredited institution (e.g., education, business administration, academic advisement/counseling, higher education administration), and no fewer than three (3) years of progressively responsible experience of related work;

OR,                                                      

An advanced degree in a related field of study from an accredited institution, and no less than one (1) year experience performing responsible related work;

AND

  • Strong verbal and interpersonal communication skills to work and interact effectively, collaboratively, and cooperatively with a diverse community of students, faculty, staff and external constituents in a large centralized public university system.
  • Proven administrative abilities that include:
    • Outstanding organizational, interpersonal and communication skills
    • High attention to detail with the ability to manage multiple assignments and meet deadlines
    • Ability to work independently, perform multiple tasks simultaneously, and work within a team environment with students, faculty, staff, and administrators
  • Strong computer proficiency using standard office software programs, in particular MS Office 365, including Microsoft Excel, Teams, Zoom and DropBox
  • Available during normal work hours as well as occasional evenings and weekends.
  • Available to travel and chaperone students.
  • Periodic ability to travel and attend conferences and meetings. 

Preferred Qualifications:

In addition to the competencies above, a post-graduate degree in higher education administration or public administration from an accredited institution, and no less than one (1) year experience in an educational setting/student services/student affairs, academic advisement; AND

  • Experience working in a secondary or post-secondary setting.
  • Spanish language skills.
  • Experience working with students from diverse backgrounds.
  • We are, especially, seeking candidates who have engaged in professional development activities to enhance knowledge of diversity, equity and inclusion and have worked collaboratively across various departments in fostering success of underrepresented groups and a supportive and inclusive environment for all.
  • Possession of the core competencies determined to be required at the time of hire.

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
Program for Research Initiatives in Scie
Status
Full Time
Annual Salary Range
$40,000.00 - $50,000.00
Closing Date
Jan 22, 2024 (Or Until Filled)
Bargaining Unit
No

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