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Assistant Finance Coordinator, College Assistant (Hourly) - Theater & Events Support Services

GENERAL DUTIES

- Under supervision, performs miscellaneous clerical, administrative, research or other work related to the operation of a College or other unit where such work is required on a part-time basis or for a period of limited duration.

- There is one Assignment Level for this position. All personnel perform related work. This specification describes typical assignments; related duties may be assigned as

needed.

- Maximum tenure for any employee in this hourly position is 1040 hours per year.

- Performs routine clerical work; may answer and attend to telephone calls; maintain records,

operate office machines (such as copier), sort and distribute mail, issue keys and identity cards,

act as messenger, and perform related tasks as required.

- Types letters, memoranda, charts, and similar materials.

- Acts as cashier.

- Assists in statistical or research activities. May collect and compile data, code data for computer entry, perform data entry, and run computer reports.

- Performs clerical library work, such as sorting and shelving books, performing data entry into library systems, or binding books and periodicals.

- Assists in instructional programs, including tutoring and assisting students in areas such as reading and mathematics. May assist in speech and hearing therapy, provide musical accompaniment, and/or distribute and collect physical education equipment.

- Enters and maintains departmental records such as inventory control records, rosters, directories, and schedules.

- May operate computers, computer software, and other electronic equipment in performing assigned tasks.

CONTRACT TITLE

College Assistant

FLSA

Non-exempt

CAMPUS SPECIFIC INFORMATION

ABOUT THE COLLEGE

John Jay College of Criminal Justice is a senior college of the City University of New York (CUNY) and an internationally recognized leader in educating for justice. Led by President Karol V. Mason, John Jay is a federally designated Hispanic-serving institution, it is ranked third in the nation in Black student success, and it is a top ten institution for promoting student social mobility. John Jay is proud to serve a diverse and dynamic student body of 15,000 students that includes nearly fifty percent students who are first in their family to attend college as well as students who are immigrants, from low-income families, or from other historically underrepresented groups in higher education.

A Carnegie designated Research Institution, the College participates in the doctoral programs of the Graduate Center of CUNY, and offers bachelor’s and master’s degrees both in traditional criminal justice-related fields of study as well as in a robust portfolio of liberal arts and sciences programs that highlight themes of justice across the arts, sciences, humanities, and social sciences. The College seeks staff and faculty members who thrive in multicultural academic environments and are committed to access and excellence in higher education.

POSITION OVERVIEW

Reporting to the TESS Business Manager the Assistant Finance Coordinator will be responsible for executing the billing and invoicing process for client activity across all of our revenue-generating rental units.

Duties will include:

+ Adding and updating group information database in EMS and CUNYFirst systems

+ Reviewing EMS reservations for documents and attachments required for completion, working with Event Coordinators to gather documents such as

+ Certificate of Insurance

+ Signed contract

+ Tax verification forms

+ Deposit and final invoices

+ Generating invoices in CUNYFirst system

+ The Assistant Finance Coordinator will submit deposit and final invoices in CUNYFirst, to be reviewed by the TESS Business Administrator before being reviewed and sent by the Business Office

+ Working with Business Officeand TESS Business Administrator to verify deposit payments prior to event dates

+ Executing the post-event billing process at the end of each event

+ Following an event date, once the reservation is reviewed for complete backing documents, the Assistant Finance Coordinator will set the EMS reservation status to begin the post-event billing process.

+ Working with Service Departments to collect internal bills for labor

+ Assistant Finance Coordinator will flag Service Departments for post-event labor billing and work directly with them to collect and enter labor costs

+ Generating post-event billing summaries in EMS system

+ When all Service Departments have entered post-event labor billing in EMS, Assistant Finance Coordinator will generate the relevant documents and communicate directly with clients

+ Assisting in financial reporting and budget management across all rental units

+ Submitting check requests for reimbursement to service departments.

MINIMUM QUALIFICATIONS

- Must demonstrate sufficient skills to perform the duties of the assigned tasks.

COMPENSATION

This is a part-time position of up to 20 hours per week, scheduling of the days can be worked out.

Hourly rate is $25.00 commensurate with experience. Appointment is on a per semester basis and subject to budgetary and renewal approval.

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

If you are viewing the job posting on John Jay College website or in CUNYfirst, please select the "Apply Now" button. If you are viewing the job posting on any other website, please follow the instructions below:

-Go to www.cuny.edu and click on "Employment"

-Click "Search job listing"

-Click on "More options to search for CUNY jobs"

-Search by Job Opening ID number 31197

-Click on the "Apply Now" and follow the instructions.

Once you have registered or logged in with your user name and password, upload your cover letter, resume, and the names and contact information of three professional references as one document.

CLOSING DATE

Review of the resumes will begin on November 13, 2025.

Posting will close on November 20, 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

31197

Location

John Jay College