Job Title: Administrative Assistant
PVN ID: LA-2211-005223
Category: Clerical/Office Services
Location: LAGUARDIA C. C.
Vaccine Warning Notice

Mandatory Vaccine Mandate: As of May 27, 2022, all candidates will be required to provide proof of being fully vaccinated against COVID-19 upon commencing employment. Exemption (medical or religious) requests to this requirement will be considered in accordance with applicable law and criteria. Being fully vaccinated is defined for this purpose as two weeks after a final dose in primary series of an authorized COVID-19 vaccine ( example: two weeks after the second dose of a two-dose vaccine such as Moderna or Pfizer, or two weeks after a single dose vaccine such as Johnson and Johnson). Final candidates must be fully vaccinated as of their first day of employment. Newly hired employees will be sent an email with instructions on how to upload their vaccine information on the Research Foundation portal.

Job Description

General Description

The LaGuardia Small Business Development Center opened its doors on October 2001 in response to the needs of small businesses after the 9/11 Disaster.  Since then, the Center has continued to provide professional in-depth one-to-one business advisement, entrepreneurial training and business service for start-up and existing businesses in English, Chinese, Korean and Spanish. The SBDC is seeking an Administrative Assistant.

Duties & Responsibilities:

Coordinate administrative and clerical functions in the office, prioritizing and maintaining an effective workflow in the office. Participate in recruitment and training of support staff. Provide office support.

Manage intake and evaluation of incoming phone lines. Evaluate the calls and either direct them, take a complete message or send a message to an appropriate person.  If applicable, assist the individual with a problem or request. Coordinate office mail function including deliveries and pick-ups from the CUNY mail room, UPS, Fed-Ex and other delivery services.

Coordinate documentation for human resources including time sheets, change forms, and similar documents.  Prepare correspondence and other documents while maintaining confidentiality.  Process vendor invoices and other payments. Coordinate and maintain office filing system, including archiving of SBDC records and reports.  Coordinate inventory/supply functions.

Utilize and maintain familiarity with a range of software applications for data processing, document preparation, budgeting, and similar clerical functions. Test software applications prior to implementation.

Use the Web-based data collection and management system. Oversee SBDC client feedback - refer Fair and Poor evaluations to Centers for appropriate action.  Follow-up on evaluations returned to the office.

Coordinate conflict of interest certification with new statewide employees. Assist, advise and share best practices with clerical staff working at regional centers.

Perform other assignments from the State Director, Associate State Directors

Other Duties

  • Correspond with and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Arrange conferences, meetings, and travel reservations for office personnel.
  • Complete forms in accordance with company procedures.
  • Compose, and distribute meeting minutes, routine correspondence, and reports.
  • Greet visitors and callers, handle their inquiries, and direct them to the appropriate business advisor or persons according to their needs.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Prepare monthly newsletters, promotional material, and other information.
  • Coordinate with business advisors and director for success stories for newsletter
  • Maintain office scheduling for business advisors and event calendars.
  • Make copies of correspondence and other printed material.
  • Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
  • Maintain paper and electronic filing systems for records, correspondence, and other material.
  • Coordinate conferences, workshops and meetings.
  • Learn to operate new office technologies as they are developed and implemented.
  • Manage projects, and contribute to committee and team work.
  • Operate and send electronic mail systems and coordinate the flow of information both internally and with other organizations.
  • Order and dispense supplies.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Qualifications

Required:

  • Verbal and written communications.
  • Ability to  develop  and  maintain  good  working  relationships  with  SBDC  staff throughout the state.
  • Effective team participation.
  • Proficiency in Microsoft Office; Knowledge and familiarity with a wide range of software applications.
  • Effective time management.
  • Effective problem resolution.

Experience:

The position requires 3-5 years of administrative, operations and clerical experience in a professional office setting; Proficient in Microsoft Office, applications. Document preparation and other software applications; be attentive to office personnel, detailed oriented and ability to work independently.

Skills:

Verbal and written communication skills, ability to prepare reports, supplies management, scheduling, proficiency in Microsoft Office applications, professionalism, confidentiality, organization and time management skills, familiarity with travel logistics

Education:

Undergraduate degree preferred.

About 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

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
Small Business Development Center
Status
Full Time
Annual Salary Range
$40,000.00 - $43,000.00
Closing Date
Jan 17, 2023 (Or Until Filled)

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