Job Title: Administrative Assistant
PVN ID: LA-2309-005837
Category: Clerical/Office Services
Location: LAGUARDIA C. C.

Job Description

General Description

The LaGuardia Small Business Development Center (SBDC) 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 services for start-up and existing businesses in English, Chinese, Korean and Spanish. The SBDC is seeking an Administrative Assistant, who will report to the Director of the Small Business Development Center.

Duties & Responsibilities: 

  • Greet visitors and callers, handle their inquiries, and direct them to the appropriate business advisor or persons according to their needs
  • Screen guests, phone calls, and correspondence; determine nature of inquiry and assist as needed
  • Coordinate administrative and clerical functions in the office, prioritizing and maintaining an effective workflow in the office
  • Provide office support, and provide requested reports to the director
  • Coordinate office mail function including deliveries and pick-ups from the mail room, UPS, Fed-Ex and other delivery services
  • Prepare correspondence and other documents while maintaining confidentiality.
  • Keep financial records related to office administration, including processing purchase orders, purchasing supplies and equipment, responding to invoice and reimbursement inquiries.
  • Coordinate and maintain office filing system, including archiving of SBDC records and reports.
  • Order supplies and maintain inventory
  • Utilize and maintain familiarity with a range of software applications for data processing, document preparation, budgeting, and similar clerical functions
  • 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
  • Perform other assignments as needed from the State Director and/or Associate State Directors from the Small Business Development Center

Other Duties

  • Arrange conferences, meetings, and travel reservations for office personnel.
  • Compose, and distribute meeting minutes, routine correspondence, and reports
  • Prepare monthly newsletters, promotional material, and other information, and post on social media.
  • Coordinate with business advisors and director for success stories for newsletter
  • Schedule and maintain event calendars
  • Coordinate conferences, workshops and meetings in person and/or virtually using Zoom or MS Teams
  • Learn to operate new office technologies as they are developed and implemented
  • Arrange and assist with special projects and events
  • Operate and send electronic mail systems and coordinate the flow of information both internally and with other organizations
  • Proofread documents, correspondence and reports created by others
  • Reviews incoming and outgoing submissions for completeness and accuracy
  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Qualifications

  • Undergraduate degree preferred

Qualifications and Core Competencies required:

  • 3-5 years of administrative, operations and clerical experience in a professional office setting
  • Proficient in Microsoft Office applications
  • Proficient in using social media platforms
  • Proficient in using virtual meeting platforms such as Zoom and MS Teams
  • Excellent verbal and written communication skills
  • Ability to work independently and as a team player
  • Ability to maintain confidentiality
  • Ability to organize, prioritize and coordinate day-to-day projects and assignments
  • Ability to communicate effectively with diverse clients and staff, providing accurate and appropriate information
  • Ability to prepare reports
  • Ability to organize and manage records

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
Small Business Development Center
Status
Full Time
Annual Salary Range
$44,000.00 - $46,000.00
Closing Date
Apr 15, 2024 (Or Until Filled)
Bargaining Unit
Yes

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