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Job Title: Administrative Assistant

PVN ID: KB-2507-006942

Category: Clerical/Office Services

Job Description

General Description

The Administrative Assistant will be responsible in enrolling student parents and students into the program. This position is to support the Department of Education classes.

+ Organize and schedule enrollment-related appointments, family meetings, and intake sessions

+ Plan enrollment meetings and take detailed minutes to support accurate record-keeping

+ Write and distribute emails, memos, letters, and forms related to student enrollment to parents, staff, and student affairs personnel

+ Assist in the preparation of enrollment reports and regularly scheduled administrative reports

+ Develop and maintain an organized filing system for student-parent and children’s records; oversee and track attendance logs and enrollment documentation

+ Update and maintain child care policies and procedures related to student enrollment and eligibility

+ Order supplies needed for enrollment and orientation processes; research and coordinate with vendors as needed

+ Maintain updated contact lists with relevant stakeholders (CUNY, DOE, Childcare Council, CACFP, Food Vendors, etc.) related to student services and enrollment

+ Submit and reconcile receipts through RFCUNY, DOE, and CUNY, particularly for enrollment events and orientation materials

+ Assist with family orientation sessions, recruitment and outreach efforts, and support family engagement activities to boost enrollment

+ Maintain and update program and enrollment information on childcare websites, manuals, and other print or electronic platforms

+ Other duties as assigned

Other Duties

+ Student Enrollment & Admissions Support – Proficient in managing enrollment processes, intake documentation, and student/family communications

+ Administrative Support – Strong skills in scheduling, record-keeping, correspondence, and general office organization

+ Customer Service & Communication – Clear, professional verbal and written communication skills with parents, staff, and external partners

+ Attention to Detail – Accurate data entry and record maintenance, especially regarding attendance logs, enrollment documents, and regulatory forms

+ Confidentiality & Discretion – Handles sensitive student and family information with professionalism and in compliance with privacy standards

+ Team Collaboration – Works effectively with directors, staff, and community partners to meet enrollment and operational goals

+ Technology Proficiency – Skilled in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and basic database systems

+ Event & Orientation Coordination – Experienced in supporting recruitment events, family orientations, and parent engagement initiatives

Qualifications

+ High school diploma or equivalent (Associate’s or Bachelor's degree in Education, Child Development, or related field preferred)

+ Prior experience in a child care, educational, or non-profit setting

+ Knowledge of child care licensing regulations, enrollment requirements, and program eligibility (e.g., CACFP, DOE, CUNY systems)

+ Ability to prioritize and manage multiple tasks in a busy office environment

+ Strong interpersonal skills and a friendly, professional demeanor

+ Bilingual skills (preferred, depending on population served)

RFCUNY Benefits RFCUNY Employee Benefits and Accruals (https://www.rfcuny.org/rfwebsite/media/0zrcgdyw/rfcuny-benefits-at-a-glance-ft-2025-project-employee.pdf)

About the Research Foundation

The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.

RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.

Equal Employment Opportunity Statement The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.

Key Features

Department Childcare

Status Part Time

Pay Range $20.40-$20.40

Hour(s) a week 15.00

Closing Date Sep 30, 2025 (Or Until Filled)

Bargaining Unit No

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