CUNY Jobs

CUNY Office Assistant, Level 1 (Temporary) - CUNY Baccalaureate for Unique and Interdisciplinary Studies

Job ID

22955

Location

Graduate Center

Full/Part Time

Full-Time

Regular/Temporary

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GENERAL DUTIES

This position performs clerical and daily office operations within various academic and administrative departments of a diverse University environment. 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 Office Assistant position will be assigned to either Level 1 or Level 2. A position assigned to Level 1 performs office or secretarial work in various units, following relevant departmental, College, and University procedures. A position assigned to Level 2 performs moderately complex office or secretarial work in various units of CUNY.

This position is in CUNY's Classified Civil Service. The full specification is available on our web site at http://www.cuny.edu/about/administration/offices/ohrm/hros/classification/ccsjobs.html

CONTRACT TITLE

CUNY Office Assistant

FLSA

Non-exempt

CAMPUS SPECIFIC INFORMATION

The Graduate Center, CUNY is the focal point for advanced teaching and research at The City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000 square-foot facility in upper Manhattan, designed to promote collaboration among scientists in five areas of global research and innovation: nanoscience, photonics, structural biology, neuroscience, and environmental sciences.

The Graduate Center (GC) benefits from highly ambitious and diverse students and alumni—who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life.

The CUNY Office Assistant, Level 1, in the CUNY Baccalaureate for Unique and Interdisciplinary Studies program, provides a wide range of clerical support to the Program, staff, and students, and reports to the Assistant Program Officer (APO). In order to be eligible for a permanent position in the CUNY Office Assistant title, applicants are encouraged to take and pass the CUNY Office Assistnat exam when it becomes available.Until further notice, this is a hybrid position, eligible to work remotely and in the office.

Duties include but are not limited to:

• Greet people in the program’s main (physical/virtual) office;

• Answer, screen, and direct telephone calls, and check and respond to voicemail messages;

• Monitor and respond to inquiries sent to the program’s main office email inbox, directing inquiries to departments as needed;

• Send emails to applicants, students, graduates, and other affiliates of the Program as requested by the Program’s staff;

• Process the mail and other correspondence, and direct the mail and packages received to the appropriate staff members;

• Help assemble document packets and implement mailings;

• Provide inquirers and visitors with assistance and information, including handling and responding to inquiries about the Program;

• Direct and file a wide range of documents including forms, transcripts, emails, and other correspondence;

• Provide data entry and data maintenance support to the Program;

• Update and maintain the Program’s listservs and contacts databases;

• Assist with the processing of student applications to the Program, including creating and maintaining student folders and entering data for new applicants into the appropriate systems;

• Schedule appointments for academic advisors and other staff members as needed;

• Assist with scheduling, coordinating, and promoting the Program’s information sessions, workshops, and events;

• Provide details about and assist individuals with registering for the Program’s information sessions, workshops, and events, and perform any follow-up tasks;

• Attend, provide support services at, and participate in special events hosted by the Program such as orientation and commencement;

• Provide support services during the commencement season, such as helping with the distribution of caps, gowns, and diplomas;

• Work on office assignments as delegated by the Academic Director, Assistant Program Officer, Admissions Coordinator, Academic Advisors, Registrar’s Office, and other senior staff members;

• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

Proof of meeting requirements 1 and 4 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) Completion of two (2) years of full-time equivalent experience which may be met by one of the following:

-Two years of employment in general office work

-college credits from an accredited institution of higher education (equivalent of one year of experience)

-60 college credits from an accredited institution of higher education (equivalent of two years of experience)

CUNY considers full-time work to be at least 35 hours weekly. Part-time experience of at least 20 hours per week may be prorated and credited instead of, but not in addition to, full-time experience during the same period. Part-time experience of less than 20 hours per week will NOT be credited at all.

(2) High School Diploma or GED.

(3) Passage of a qualifying Work Experience Test.

(4) English language proficiency. Candidates must speak, read, write, and understand English well enough to meet minimally acceptable performance standards set for job tasks. English proficiency will be evaluated at the time of interview.

Candidates who meet the above requirements must also meet requirements 5 and 7 after the close of the filing period.

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

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

(7) Additionally, candidates may be asked to demonstrate technical competence in using job-related software (e.g., word processing or other).

OTHER QUALIFICATIONS

A preferred candidate should have:

• Excellent communication, interpersonal, organizational, and data entry skills

• Ability to maintain proper phone and email etiquette and enthusiasm

• Ability to manage a high volume of (electronic and physical) forms and paperwork with accuracy and attention to detail

• Ability to understand and explain Program information and procedures to the public, students, alumni, and others

• Proficiency with the Microsoft Office suite, People Soft, Adobe Acrobat, and electronic file management systems

• Ability to work effectively and respectfully with individuals from diverse social, cultural, ethnic, religious, and economic groups

• Ability to work effectively with co-workers and other CUNY staff

• Experience in registration, admissions, or other student support areas is highly desirable

• High school diploma required; bachelor’s degree preferred.

COMPENSATION

New Hire Rate - $31,929/year

Incumbent Rate - $36,080/year

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 Emblem Health 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 Emblem Health. An employee, or eligible dependent, must meet certain criteria and the request must be approved by Emblem Health before the exemption is granted. The HIP HMO Opt-Out Request Form and HIP service area are available on the Emblem Health website.

BENEFITS

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.

HOW TO APPLY

Please click on "Apply Now" which will bring you to the registration screen. If you are a new user, you must register to apply. If you already have a user ID, please use your existing ID to apply. Please submit a cover letter, resume, and contact information for three (3) professional references (name, title, organization, phone number, and email). Please upload all documents in Word or PDF format as one file.

CLOSING DATE

Open until filled with review of applications to begin on February 15, 2023

JOB SEARCH CATEGORY

CUNY Job Posting: Support Staff

EQUAL EMPLOYMENT OPPORTUNITY

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.