"Alerted.org

CUNY Office Assistant (Provisional)-HPED Department

GENERAL DUTIES

**Assignment Level 1, 2 and 3** - Under supervision, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. Typical duties are outlined below:

Documentation and Information

- Types and prints materials such as letters, memoranda, forms, purchase orders and vouchers, using typewriter/word processor/personal computers and all peripheral equipment.

- Proofreads typed material for accuracy, correcting errors as necessary.

- Uses commercial office software packages in typing, data entry, filing, updating files, and preparing various reports.

- Collects information or data from various sources; files and retrieves books, documents and/or data as needed. Updates existing files.

- Creates filing systems.

- Maintains departmental records; keeps separate confidential records when instructed.

- Retrieves and formats computerized data.

- With proper training, may take dictation and transcribe notes (written or recorded).

- Prepares and proposes various forms, e.g., financial aid applications, personnel papers and other college forms.

Communications and Customer Service

- Provides information, as directed, to faculty, students, employees, and the general public.

- Responds to routine inquires regarding departmental affairs.

- Answers telephone calls; screens incoming calls and forwards/refers calls; assists in maintaining up-to-date mailing and telephone directories.

- Provides receptionist services; sets up appointments; keeps calendars; refers students, faculty, other CUNY employees and general public to proper areas or persons.

- Furnishes information on the department’s rules and regulations, when authorized.

- Assists with arrangements for special events (e.g., conferences, reservations of rooms, travel arrangements, catering services, informing the relevant departments/units, etc.)

- Interviews and supervises College Assistants, College Work Study Students, Student Aides, Summer Interns, Volunteers, etc.

- Assists in training new employees in various office duties/use of office machines.

- Communicates with other academic or administrative departments or outside agencies to expedite the processing of work.

Transaction Processing

- Prepares routine reports, including drafts, using information received from various sources.

- Receives and processes financial transactions following prescribed procedures (e.g., tuition payments, library fines).

- Processes purchase orders and supply orders; verifies deliveries.

- Verifies inventory and supplies reports on request.

- Completes Time & Leave calculations and keeps up-to-date records.

- Assists supervisors in specialized office functions, e.g., fingerprinting, I-9, reference and background checking, unemployment insurance.

- Calculates payroll figures; verifies amounts on financial forms; prepares deposit records; refunds authorizations, and similar documents; keeps related records.

- Makes routine petty cash purchases and disbursements, and maintains petty cash account; keeps necessary records.

- Receives mail for the unit/department/college and distributes it among the proper persons; may sort mail per instructions.

- Prepare the department/unit/college mailings within or outside CUNY, arranging special mail services when authorized.

- Duplicates, collates and distributes materials. Coordinates the work of others to produce and distribute materials; confers with printing department and mailroom personnel as needed.

- Assists in preparing and distributing materials such as recruitment documents.

- Assists in registration activities within the department or as assigned; when authorized, processes drop/add and over tally requests for course registration.

Other

- Performs routine upkeep of office machines, e.g., photocopier, typewriter, computer terminals, printers, fax machines.

- May serve on committees when authorized.

**Assignment Level 4** **-** Under supervision, performs moderately complex office or secretarial work in various units of CUNY. Perform tasks at assignment Level I, at a more complex or responsibility level or with significant expertise and masterly performance.

- May serve as secretary to an executive or to a small group of professional, managerial, or technical personnel.

- Organizes, supervises and coordinates the workload of a moderately complex office, including the supervision of full and part-time office support staff.

- Initiates administrative procedures on behalf of the department.

- Administers a specialized area, requiring unique training and/or experience within a large office.

- Interviews and recommends full and part-time office support staff, including College Assistants and CUNY Office Assistants in Level 1.

- Prepares and compiles complex reports, including simple research and analysis.

- With approval, makes improvements to department forms.

- Develops record-keeping systems.

- Trains office employees and others (as directed) in routine office duties, rules, procedures, etc. and related matters.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Levels 1, 2 and 3 are contractual pay steps based on length of employment.** **Employees are not given additional responsibilities when moving from Level 1 to Level 2 or from Level 2 to Level 3.** **However, Assignment Level 4 is an assignment level based on duties performed and is discretionary.

CONTRACT TITLE

CUNY Office Assistant

FLSA

Non-exempt

CAMPUS SPECIFIC INFORMATION

Queensborough Community College of the City University of New York (CUNY) is a comprehensive college in Queens which offers over 40 associate degrees, certificates and continuing education programs. Queensborough Community College is dedicated to academic excellence and rigor and to providing an affordable, high-quality education to pre-college, college, and lifelong learners. Our faculty and staff are committed to the holistic development of today’s students in a nurturing and diverse environment that prepares them to be successful in a dynamic workforce. The College affirms its open admissions policy and its strong support of critical thinking, intellectual inquiry, global awareness, civic responsibility, and cultural and artistic appreciation. Visit https://www.qcc.cuny.edu to learn more.

The Department of Health, Physical Education and Dance at Queensborough Community College invites applications for a CUNY Office Assistant position.

The Department sponsors a diversity of academic degree programs in Public Health, Nutrition, Dance, Movement Science, Massage Therapy and Emergency Medical Technology. The Department offers recreation and intramural sport activities for all students, faculty and staff at the College.

The CUNY Office Assistant will assistand support the Department Chairperson, Program Directors, Fitness and Recreation Specialist, full-time and adjunct faculty, other support staff and students.

The CUNY Office Assistant will report to the Chair of the Health, Physical Education and Dance Department.

** The selected candidate for the position will be required to complete a typing test as part of the selection process.

These are the essential duties and responsibilities for this position:

-Provide administrative support to ensure the smooth daily operations of the HPED office, including data collection, strategic planning, and new initiatives.

-Maintains confidentiality with the Chairperson in all aspects related to office business.

-Enter and proofread academic program schedules, adjunct database, schedule meetings, and maintain departmental calendars.

-Support the implementation of office policies and procedures to improve workflow.

-Provide onboarding and training of office staff, volunteers, or student workers as needed.

-Maintain organized records, documents, and compliance with institutional policies.

-Track and order office supplies, ensuring cost-effective procurement.

-Serve as a point of contact for student inquiries, offering guidance on available services.

-Review and submit part-time faculty and staff timesheets.

-Assist students with course enrollment (e.g., over tallies, late adds, etc.).

-Assist in resolving operational challenges and implementing office improvements.

-Support the planning and coordination of academic programs, events and activities.

-Work collaborativelywith other academic departments and administrative offices.

-Complete and submit forms for the Registrar and Office of Academic Affairs.

-Attend department meetings and record minutes.

-Assist Fitness and Recreation Specialist with QSA timesheet entries for the fitness center and pool.

-Provide administrative assistance to the department’s music accompanists, lifeguards, equipment room staff, and recreation staff.

-Coordinate the process of hiring and collecting documentation of new faculty with the Chair, Search Committee, Academic Affairs and Affirmative Action.

-Coordinates room space for events and activities in the gym with other departments.

-Supervise the College Assistant and work-study students.

-Open, sort, and distribute incoming correspondence including mail, faxes and emails and manage busy phones.

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.

1. A four-year high school diploma or its educational equivalent

2. Two (2) years of experience performing general office work, which may be met by one of the following:

A) Two (2) years of satisfactory, full-time experience performing general office work; **or**

B) One (1) year of satisfactory, full-time experience performing general office work **and** 30 semester credits from an accredited college or university; **or**

C) An associate’s degree or 60 college credits from an accredited college or university.

3. Passage of a qualifying Work Experience Test.

4. **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

PREFERRED QUALIFICATIONS

-Experience in a college or university academic department or administrative office.

-Experience in a college or university academic department or administrative office.

-High degree of professionalism and personal integrity to maintain confidentiality.

-Ability to work effectively and collaboratively in a team setting with diverse staff of all levels.

-Experience providing support service to people.

-Detail oriented, self-directed, motivated, and proactive.

-Demonstrated ability to multi-task in a fast-paced environment.

-Excellent oral and written communication skills and interpersonal skills.

-Basic experience with Adobe Acrobat (creating PDF forms and templates), MS Word, MS ---Excel (charts & graphs), and MS Outlook.

-Will learn and train to use college specific online applications, including but not limited to, CUNYfirst, Docuware, and Coursedog.

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

Only applications submitted through cuny.jobs will be considered for this position.

If you are viewing this job posting externally, please apply as follows:

• Go to https://cuny.jobs/

• Search for Job Opening ID number 30097

• Click on the "Apply Now" button and follow the instructions

Applications including the following must be uploaded to the job application website as a single PDF document:

• Cover Letter

• Resume

Current CUNY employees must apply through CUNYfirst Employee Self Service using your login credentials. After you login to CUNYfirst, navigate to job openings by following the path from the Main Menu: Employee Self Service –>Careers

CLOSING DATE

June 5, 2025

Review of resumes to begin immediately.

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

30097

Location

Queensborough CC