Administrative Assistant (part-time)

CCNY Continuing & Professional Studies Administrative Assistant Job Description

General Description:

The flagship of the City University of New York, City College offers outstanding teaching, learning and research on a beautiful campus nestled in Harlem. The office of Continuing and Professional Studies (CPS) is the non-degree side of the College, offering outstanding professional development and certificate programs to over 7,000 students yearly.

CPS is seeking a bilingual English/Spanish Administrative Assistant who be responsible for administrative functions of a small CCNY department in person, including reception, answering calls and email inquiries, assisting staff with data entry into external and internal database, processing payment for tuition courses, and creating support documentation for tuition-based and grant-based classes. This position is in person.

POSITION DETAILS

The Administrative Assistant will be responsible for:

· CPs registration system including registrations, confirmations, certificates, transcripts, preparation and mailing of materials. The Administrative Assistant will be trained on the use of Xenegrade database system.

· Customer service: answering phone calls, walk-in inquiries, and general emails of programs

· Providing general support to applicants and students regarding continuing education courses.

· Corresponding with applicants and students on general questions, online testing, and class schedules and logistics

· Assisting in course management (e.g. English Language Institute): handling walk-ins/email/phone inquiries, creating class folders, organizing online testing results into excel, sign-in sheets, rosters, class material and evaluations

· General office work: making copies, sorting and distributing incoming mail and emails, assisting with correspondence memos, letters, flyers, faxes and forms (spreadsheets),

· Maintaining filing system, contacts and mailing lists

· Collect and analyze information and data for annual reporting; assisting in the preparation of regularly scheduled reports

· Attending weekly staff meetings and reporting status of projects on a weekly basis

· Assisting in community outreach and occasional external tabling events, career and job fairs

QUALIFICATIONS

· Experience in Higher Education, community-based organizations, or non-profit organizations preferred

· Excellent customer service skills

· Excellent verbal and written communication skills via email, phone and social media.

· Strong time management and organizational skills with the ability to establish priorities, manage multiple priorities, work with a high degree of accuracy and meet multiple, simultaneous deadlines

· Attention to detail and excellent problem-solving skills required

· Proven experience with high volume front desk duties

· Passion and commitment for student success and have an entrepreneurial mindset

· Ability to work independently and must be a committed self-starter who has the drive to succeed in a high-energy team environment

· Must have a persuasive nature and professional phone demeanor

· Must be proficient in Microsoft Office 365 apps,

· Familiarity with Google Classroom (e learning) applications and other office apps (Canva, Form)

· Must be Bilingual (English/Spanish)

Job Position- Part-time

Required education:

• Associate’s Degree; Bachelor's preferred

Required experience:

• Higher Education preferred, Community-based non-profits: 2 years

Due to the high volume of applicants, only the most qualified candidates will be contacted to interview.

Job Type: Part-time

Pay: $20.00 - $23.00 per hour

Expected hours: 20 per week

Benefits:

• Health insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $20 - $23