Administrative Assistant

RFCUNY Research Foundation of the City University of New York; Brocks Corner (OH); On-site; USD 29,000 - 39,000; Full time

Job summary

RFCUNY is seeking an Administrative Assistant to support the Bronx GEAR UP INSPIRES program at Bronx Community College. You will help with day-to-day operations, coordinate activities, and maintain records for students, staff, and program events.

The role requires an Associate degree and at least two years of administrative experience. Proficiency with Microsoft Office and Workday is preferred; flexibility for evenings and weekends may be needed.

Qualifications

• Associate degree and minimum two years of administrative experience.
• Experience in educational, nonprofit, grant-funded, or community-based environment preferred.
• Proficiency in Microsoft Office and general computer applications.

Responsibilities

• Coordinate and support day-to-day administrative operations of the Bronx GEAR UP INSPIRES program.
• Provide administrative support for program activities at Bronx Community College and partner sites.
• Maintain accurate student, staff, personnel, attendance, and program records.
• Assist with recruitment, onboarding, and administrative processing for tutors, instructors, and other staff.
• Prepare and distribute program communications, notices, schedules, and materials.
• Maintain program supplies, equipment, and project materials.

Skills

Strong organization

Microsoft Office

Interpersonal skills

Time management

Education

Associate degree

Tools

Workday

Job description

About RFCUNY

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY). The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries. We are pleased that you are interested in exploring opportunities to join RFCUNY.

Primary Location: BRONX

C. C. Bargaining Unit: No Bronx

GEAR UP INSPIRES

Impactful New Strategies for Persistence, Improvement, Resilience, and Engagement for Students

Program Overview Bronx GEAR UP INSPIRES is a federally funded college access and success initiative led by The Bronx Institute at Lehman College in partnership with Bronx Community College. The program works with Bronx schools and community partners to provide students with academic support, college awareness, and opportunities that promote academic achievement, college readiness, and successful transition to higher education.

Position Overview

Bronx Community College is seeking a highly organized, dependable, and detail-oriented Administrative Assistant to support the day-to-day operations of the Bronx GEAR UP INSPIRES Program. The Administrative Assistant works under the direction and supervision of the Program Coordinator & Liaison and provides administrative, personnel, financial, and programmatic support to help ensure the successful implementation of grant activities and program goals.

General Description of Duties and Responsibilities

• Coordinate and support the day-to-day administrative operations of the Bronx GEAR UP INSPIRES Program.
• Provide administrative support for program activities at Bronx Community College and partner school sites, including Saturday Academy, school-based tutoring, workshops, orientations, and family events.
• Maintain accurate and up-to-date student, staff, personnel, attendance, and program records.
• Assist with the collection, organization, and maintenance of student and program data and required grant documentation.
• Assist with recruitment, screening, interviewing, onboarding, and administrative processing for tutors, instructors, Career Academic Advisors, and other program staff.
• Coordinate staff onboarding requirements, including employment documentation, fingerprinting, school access, orientations, and other required clearances.
• Assist with RF CUNY and Workday administrative processes, including personnel actions, job postings, timekeeping, timesheets, and employment-related documentation.
• Prepare, review, organize, and track purchase requisitions, purchase orders, payment requests, reimbursements, invoices, and other financial documentation.
• Track program expenditures and assist with budget monitoring and financial reporting.
• Maintain and update job descriptions, staff directories, organizational charts, program forms, guidelines, and administrative materials.
• Assist with coordinating program schedules, staff assignments, meetings, school visits, workshops, and special events.
• Prepare and distribute professional communications, notices, schedules, forms, and program materials for staff, students, families, and program partners.
• Assist with maintaining program supplies, equipment, instructional materials, and program-issued technology.
• Communicate and coordinate with RF CUNY, Bronx Community College departments, program staff, vendors, partner schools, and other stakeholders regarding administrative and operational matters.
• Maintain confidentiality of student, employee, personnel, financial, and other program information.
• Perform other related duties as assigned in support of program goals and student achievement.

Core Competencies

• Strong organizational, written, verbal, interpersonal, and follow-through skills.
• Ability to work independently with moderate supervision and as part of a team.
• Ability to manage multiple tasks and meet established deadlines.
• Working knowledge of administrative procedures, purchasing, personnel processes, and grant-related documentation.
• Proficiency with Microsoft Office and related computer software.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Flexible to work evenings and weekends, including Saturday Academy.
• Strong commitment to supporting students and the goals of the Bronx GEAR UP INSPIRES Program.

Qualifications

• Associate’s degree from an accredited college and a minimum of two years of administrative experience.
• Experience in an educational, nonprofit, grant-funded, or community-based environment preferred.
• Strong organizational, interpersonal, written, and oral communication skills.
• Proficiency in Microsoft Office and general computer applications.

Preferred Qualifications

• Experience with grant-funded programs, educational programs, RF CUNY, Workday, procurement, purchasing, or personnel administration.
• Experience coordinating staff, school-based programs, events, meetings, or student services.
• Ability to work effectively with students, families, staff, school personnel, and community partners.

Pay Range: Minimum - Maximum: $24.47/hour

RFCUNY Benefits

RFCUNY Employee Benefits and Accruals

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.

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 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.