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CUNY CUNY Administrative Assistant, Level 1A (Provisional) in Brooklyn, New York

CUNY Administrative Assistant, Level 1A (Provisional)

Job ID



Brooklyn College

Full/Part Time




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This position has responsibility for the operation of a major administrative College activity, or difficult administrative and secretarial work in an office with College-wide responsibilities, or in an unusually complex academic department. May perform duties described under the lower title, CUNY Office Assistant (04802). Persons in this position are accountable for rendering quality services in a respectful, courteous and professional manner. In the University's multicultural environment, incumbents provide consistent assistance to everyone.

A CUNY Administrative Assistant position will be assigned to either Level 1 or Level 2. A position assigned to Level 1, with wide latitude for the exercise of independent initiative and judgment, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. A position assigned to Level 2, with wide latitude for the exercise of independent initiative and judgment, performs very complex administrative or supervisory work; may work with other College units to complete significant administrative functions (e.g., payroll, facilities, personnel, budget, records, security, etc.).

This position is in CUNY's Classified Civil Service. The full specification is available on our web site at


CUNY Administrative Assistant




Brooklyn College is accepting applications for the CUNY Administrative Assistant (CAA), Level 1A in the Department of Library/AIT. The CAA will report to the Chief Librarian and Executive Director of Academic Information Technology (AIT).

Duties include, but are not limited to:

  • Supervising and assisting administrative staff in performing clerical/secretarial work of the Library/AIT's Administrative Office.

  • Oversee and assists in the purchasing/receiving of materials supporting the Library, Academic Information Technology (AIT), BC Open Education Resources Project (OER), and the New Media Center. Uses CUNYFirst and other commercial office software packages, such as Excel, in maintaining parallel purchase recordkeeping systems.

  • Oversee and assist in the use of the e-Appointment system to input Library/AIT new appointments and reappointments of part-time staff. Assists in the management of payroll, timesheets, etc.

  • Oversee and assist in handling supplies management (including water distribution, general office supplies, and all other orders).

  • Assigns and assists tasks such as copying, file maintenance, answering phones, mail management, daily campus errands, and other tasks related to the administrative office.

  • Managing schedules of direct reports to ensure adequate staff coverage.

  • Serves as a 'first contact' for the Library by responding to general emails and phone calls dealing with Office matters.

  • Handles requests for booking the Multipurpose Room and ensuring regulations are distributed. Occasionally booking the Administrative Conference Room (upon request of Library Senior Management Team members.)

  • Prepares materials for appointment/tenure/promotion committee meetings, and insuring departmental personnel tiles and other departmental files are properly maintained.

  • Orders refreshments for visitors to the Library and for special events (such as the Spring Seminar, Archives events, etc.), and appropriately directing resulting bills for payment. Also, for visitors or speakers, assisting with hotel, travel, transport, and other arrangements.

  • Prepares occasional materials for meetings or presentations, upon request, or assigning and overseeing the preparation of materials and files to College Assistants (CA).


Proof of meeting qualification requirements is needed before the close of a Civil Service Examination filing period. You may be asked to provide proof of meeting these requirements at any time between your application and the close of the filing period.

  1. Permanent status as a CUNY Office Assistant at Assignment Level 1 (Pay Level 3) or Assignment Level 2 (Pay Level 4).

Candidates who meet the above requirements must also meet requirements 2 and 4 after the close of the filing period.

  1. Candidates must take and pass a job-related Civil Service Examination that measures critical competencies for the position.

  2. Candidates must undergo a background check, including a fingerprint screening and a verification of their education and work history.

  3. Candidates must demonstrate technical competence in using job-related software (e.g., word processing or other).



IMPORTANT NOTICE: Health Plan Coverage for Employees Hired on or after October 1, 2022 City of New York employees and employees of Participating Employers and their eligible dependents hired on or after October 1, 2022 will only be eligible to enroll in the EmblemHealth HIP HMO Preferred Plan and must remain in the HIP HMO Preferred Plan for the first year (365 days) of employment.

After 365 days of employment, the employee will have the option of either remaining in the HIP HMO Preferred Plan or selecting a different health plan within 30 days before the end of the 365th day period.

If a new health plan is selected, the new plan will be effective on the 366th day.

Only after the 365th day can the employee participate in any Annual Fall Transfer Period. An employee who needs to request an exemption from the required enrollment in the HIP HMO Preferred Plan can do so by submitting a HIP HMO Opt-Out Request Form to EmblemHealth. An employee, or eligible dependent, must meet certain criteria and the request must be approved by EmblemHealth before the exemption is granted. The HIP HMO Opt-Out Request Form and HIP service area are available on the EmblemHealth website.


CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification. Employees are also offered pension and Tax-Deferred Savings Plans. Part-time employees must meet a weekly or semester work hour criteria to be eligible for health benefits. Health benefits are also extended to retirees who meet the eligibility criteria.


From our job posting system, select "Apply Now", create or log in to a user account, and provide the requested information. If you are viewing this posting from outside our system, please visit .

Applicants should provide a cover letter and resume in .doc or .pdf format.


February 19, 2023


CUNY Job Posting: Support Staff


CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.