Careers Job Description
General Description
RESEARCH FOUNDATION
OF THE CITY UNIVERSTIY OF NEW YORK
CAREER OPPORTUNITY
Queens College
Title Senior Administrative Assistant, Queen College Venue Rentals
Location/Department Office of Queens College Venue Rentals (QCVR)
FLSA Status Nonexempt
Compensation $40,000 - $55,000; comprehensive benefits package
Web Site http://www.qc.cuny.edu/venuerentals
Closing Date Open until filled
Reporting directly to the Director of the Queens College Office of Venue Rentals, the Venue Rentals Senior Administrative responsibilities will include, but are not limited to:
Other Duties
GENERAL DUTIES
Manage and coordinate QCVR office
- Maintain event inquiry data base from multiple sources including phone calls, email and web-based inquiries for new and existing clients for rentals and film shoots.
- Provide basic facility rental information to Account Managers for rentals
- Provide information for room availability for rentals and film shoot locations on campus
- Make follow-up calls to clients when needed
- Maintain R25 and Outlook data programs for QCVR event Calendar and room reservations regarding all rentals and film locations
- Send weekly R25 rental/room usage calendar
- Report financial data on receivables and disbursements from Accounting Office to QCVR
- Scan and deposit checks to Accounting Office.
- Generate payment requests- Financial Edge or forms
- Transfer internal payments to departments and service providers
- Maintain department financial listing spreadsheet
- Coordinate with Communications to update and maintain information on Website
- Maintain and order supplies for QCVR office
- Check and coordinate rental email requests
Office Assistance for Director
- Coordinate office operations for scheduling meetings, communications, and financial reports
- Schedule appointments for Director and maintain work calendar
- Assist director when needed with film shoots and rentals
- Coordinate contract information for Film shoots
- Attend film Tech scouts with director and assist with some location scouts
- Check and review clients Certificate of Insurance
- Prepare invoice for film shoot contract
- Assist in coordinating film shoot agreement
- Assist director with logistics for film shoots
- Prepare internal logistics schedule/timeline for film shoots for college service providers
- Submit all work orders for film shoots
Office Assistance for Account Managers
- Work with Senior Account Manager to coordinate Meetings
- Coordinate all vendor table rentals
- Keep data file on all room pricing and service rates
- Gather and collect all rental contracts and agreements from Account Managers for final processing and submit to Director and Queens College designee for signatures.
- Input all account managers information into a centralized data base and coordinate with Senior account manager
- Account manager for some smaller rentals
Qualifications
QUALIFICATION REQUIRMENTS
- A High School Diploma or its equivalent (an acceptable equivalent would be a GED) and five (5) years of work experience in the required fields for the specific work area or a closely related equivalent field; OR
- Successful completion of one (1) year of college (or 30 college credits in a matriculated course of study) and four (4) years of work experience in the required fields; OR
- An Associate’s Degree from an accredited college and three (3) years of work experience in the required fields; OR
- A Bachelor’s Degree from and accredited college and one (1) year of work experience in the required fields; AND
- Demonstration of the specific competencies required at the time of hire
CORE COMPENTENCIES
- Ability to handle multiple tasks and meet deadlines in a fast paced, changing environment
- Ability to communicate effectively with diverse clients and staff and successfully collaborate across multiple constituencies
- Ability to handle complaints, resolve conflicts, and refer issues appropriately
- Possess excellent oral written communication skills and problem solving, organizational and time management abilities
- Proficient in the use of major software programs supporting office operations such as Microsoft-based applications
- Willingness to improve professional skills and learn new technology. Familiar with, web-based HTML applications such as Microsoft SharePoint, and event management and/or facility reservation and scheduling software such as Resource 25 or EMS
- Creative, enthusiastic and energetic with a sense of humor
- Ability to occasionally work earlier day, later nights and weekends as needed
An AA/EO.ADA Employer
(Affirmative Action/Equal Opportunity Employer/Americans with Disabilities Act)
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
Full Time
$40,000.00 - $55,000.00
Mar 08, 2018 (Or Until Filled)