CUNY Office Assistant - Level 1 (Provisional)

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 2 or Level 3. A position assigned to Level 1 performs office or secretarial work in various units, following relevant departmental, College, and University procedures.

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

Skills

Reporting to the Director of the PA Program at York College and the department chair, the CUNY Office Assistant will provide a variety of administrative and clerical duties to ensure that program and departmental needs are met. The successful candidate must have excellent customer service skills and demonstrate high professionalism. Additional tasks include, but are not limited to:

• Receiving and distributing all departmental mail; monitoring and forwarding electronic communications/applications/inquiries received by the program's electronic mail address and through the program website (including online student applications).
• Arrange program meetings; notify faculty, students, and staff; record minutes and coordinate administrative follow-up of action items resulting from meetings.
• Attend to students’ queries and needs, which include, but are not limited to, arranging new student orientation, collecting and maintaining student records, class schedule and attendance.
• Typing dictated correspondence, curriculum, syllabi, rosters, class schedules, examination schedules, and other documents; drafting template-based correspondence, updating data self-study spreadsheets and databases as required for accreditation; drafting confidential reports, memoranda, and student disciplinary action notifications.
• Assist with the multi-tiered student admission process which includes, but is not limited to recruitment activities, open houses, application processing, applicant advising, scheduling interviews, coordinating applicants’ campus tours, coordination of design and production of program brochures and application documents; maintenance of the program's website.
• Order and maintain an inventory of office supplies and laboratory equipment and supplies for the department. Initiate and submit work orders as directed.
• Assist with the maintenance of clinical affiliation, student and alumni record verification, coordination of clinical call-back sessions, and other clinical events.
• Work with other faculty and staff to coordinate and monitor exams, exam schedules and room assignments.
• Supports and assists with budgeting, departmental accounts, PAFs, timesheets, and other hiring documents.
• Interview, recommend, and supervise work-study students or other administrative support personnel as assigned.
• Involved with the program’s ongoing self-study and accreditation process. This involves the continuous capture of relevant student and program data, including, but not limited to, course grades, attendance information, disciplinary notices, and actions, compiling semester summaries of student performance and student demographics, recording and preparing student feedback sessions for each term.
• Assist and work with other College units to complete administrative functions such as payroll, facilities, personnel, budget, records and security.
• Perform related duties as assigned.
  
  

Minimum Qualifications

Proof of meeting requirements 1 – 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.

• A four-year high school diploma or its educational equivalent
• Two (2) years of experience performing general office work, which may be met by one of the following:
• Two (2) years of satisfactory, full-time experience performing general office work; or
• One (1) year of satisfactory, full-time experience performing general office work and 30 semester credits from an accredited college or university; or
• An associate’s degree or 60 college credits from an accredited college or university.
• Passage of a qualifying Work Experience Test.
• English Language Proficiency . All candidates must be able to speak, read, write, and comprehend the English Language. English proficiency will be evaluated at the time of interview.
  
  

CUNY considers full-time work to be at least 35 hours per week. Part-time experience of at least 20 hours per week may be prorated by half and credited instead of, but not in addition to, full-time experience during the same period (e.g., two month’s related work experience at 20-34 hours per week equate to one month’s full-time related work experience.) Part-time experience of fewer than 20 hours per week will NOT be credited at all.

The high school diploma or its educational equivalent must be approved by a State's Department of Education or a recognized accrediting organization. The college or university must be accredited by regional, national, professional, or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA).

Other Qualifications

• Candidates selected for the position will be required to complete a typing test as part of the selection process.
  
  

Compensation

New Hire: $35,588*

Incumbent: $40,215

• This amount reflects a 13% salary suppression in effect for the first 24 months of employment only.
  
  

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

In order to be considered for this position, applicants must include a cover letter, resume, and contact information for three references (email and telephone). Please upload all materials as ONE DOCUMENT in doc, pdf, or rtf format.

You may only apply online through the CUNY.edu job board.

To Apply

Please go to www.CUNY.jobs.

Filter by Job Location by clicking on York College. The title of this position is CUNY Office Assistant, Job ID # 30132. Click on the title to view the entire job announcement.

Click the ‘Apply Now’ tab and follow the prompts from there, including creating an account or logging into a previously created account.

York College/CUNY is an EEO/AA/IRCA/ADA Employer.

CLOSING DATE

May 8, 2025

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.

Job ID

30132

Location

York College