Administrative Assistant

Research Foundation of The City University of New York; New York (NY); Hybrid; USD 55,000 - 65,000; Full time

Job summary

The Research Foundation of the City University of New York (RFCUNY) is seeking an Administrative Assistant to provide broad administrative and database support. The role reports to the Administrative Associate and entails calendar management, meeting coordination, vendor relations, and processing invoices in a hybrid New York City setting.

Requirements include three+ years of administrative experience, proficiency with Microsoft Office, strong communication and organizational skills, and a

Qualifications

• Three or more years of administrative experience.
• Knowledge of Microsoft Office applications and other collaborative software.
• Exceptional communications, interpersonal, and organizational skills; sound judgement.
• Ability to prioritize, meet deadlines, and balance with high-level accuracy.

Responsibilities

• Greet and direct all incoming calls, visitors, mail, deliveries, and inquiries.
• Manage Executive Director's calendar and conference room schedules.
• Coordinate hosted meetings, setup, refreshments, and AV equipment.
• Maintain relationships with supply vendors and service personnel.
• Process purchasing card expenses and invoices; track contracts.
• Assist in travel arrangements and travel expense reports.
• Provide backup IT support as needed.
• Other duties as assigned.

Skills

Administrative experience

Microsoft Office

Communication skills

Interpersonal skills

Organizational skills

Attention to detail

Customer service

Education

Bachelor's degree

Advanced degree

Tools

WorkDay

ASANA

Job description

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:

CUNY INSTITUTE FOR STATE & LOCAL GOVERNANCE

Bargaining Unit

No

About Us

The CUNY Institute for State and Local Governance has a mission to improve the financing, delivery, and measurement of critical public services through research, technical assistance, and education. We lead projects aimed at reforming the criminal justice system, measuring urban inequality, expanding the reach of social service providers, and more. Each project has a dedicated team of research and policy experts who collaborate closely with internal and external organizations. Our staff have the opportunity to work with colleagues and supervisors across projects and with different types of expertise. We are seeking new team members with enthusiasm to shape the future of state and local policy.

Our goals for diversity and inclusion

We strive to foster an office environment and an approach to work that welcomes and respects different perspectives, backgrounds, and life experiences. We are working towards our goal of recruiting and retaining staff and board members who are diverse in terms of race, national origin, sexual orientation, gender identity or expression, age, religion, veteran status, socioeconomic status, disability, and justice system involvement.

Who We Are Looking For

We are growing CUNY ISLG’s administrative department and are hiring an Administrative Assistant who will be responsible for providing a broad range of administrative and database support as needed. Reporting to the Administrative Associate, the Administrative Assistant will be responsible for the following activities:

• Welcome and direct all incoming telephone calls, visitors, mail, deliveries, and info box inquiries.
• Arrange conference calls as needed and manage our audio/visual equipment as needed.
• Maintain and update the Executive Director’s calendar.
• Maintain and update the conference room calendars for the Institute’s in-house meetings.
• Support hosted meetings with, setup, refreshments, cleanup, audio/visual equipment, and similar.
• Maintain relationships with supply vendors and other service personnel.
• Keep the reception area orderly and prepare the office when needed.
• Liaise with building management and vendors to resolve facilities and maintenance issues.
• Order routine office and kitchen supplies and refreshments; stock supply areas and maintain inventory.
• Schedule and support staff meetings, gatherings, and other staff events.
• Ensure that the office and common areas are clean, presentable, and appropriate for usage by staff and guests.
• Reconcile purchasing card expenses.
• Submit and track contracts via a contract manager system.
• Submit and track invoice payments via accounts payable system.
• Assist in the preparation of mailings and reports.
• Manage posting of occasional outgoing mail and packages.
• Provide backup assistance with basic information technology equipment.
• Assist in booking travel and preparation of travel expense reports.
• Other duties as assigned.

This position is hybrid and based in New York City. CUNY ISLG staff work out of the Midtown office three days a week of their choosing and the remaining two days a week remotely.

We would love to hear from you if you have:

• Three or more years of administrative experience.
• Computer literacy is required. Knowledge of Microsoft Office applications and other collaborative software is required.
• Exceptional communications skills, interpersonal skills, organizational skills, and sound judgement.
• Ability to prioritize, meet deadlines, and balance with attention to detail and high-level accuracy both individual and team responsibilities.
• Ability to maintain working relationships with staff, partner agencies, and all other internal and external workforces at all levels with professionalism.
• Experience in an office or customer service environment preferred.
• The ability to be flexible.
• Experience with WorkDay and ASANA (optional, but a plus).
• Personal experience relevant to the mission of the organization (optional, but a plus).
• Bachelor's degree required. Advanced degree preferred.

Pay Range

Minimum - Maximum: $55,000 - $65,000

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.