Administrative Assistant

RFCUNY; New York (NY); Hybrid; USD 55,000 - 65,000; Full time

Benefits offered by this job

RFCUNY Benefits

Hybrid work (NYC Midtown)

Travel and expense support

Job summary

RFCUNY seeks an Administrative Assistant to support the Institute for State & Local Governance with a wide range of clerical and administrative tasks in a hybrid NYC setting.

You will manage calendars, coordinate meetings, handle correspondence, and liaise with vendors while ensuring smooth office operations and accurate expense processing.

Qualifications

• Three or more years of administrative experience.
• Proficiency with Microsoft Office and basic IT skills.
• Strong communication and organization abilities.

Responsibilities

• Welcome and direct calls, visitors, mail, and deliveries.
• Manage Executive Director’s calendar and conference rooms.
• Support meetings with setup, refreshments, and A/V equipment.
• Liaise with vendors, building management, and facilities.
• Process purchasing card expenses, contracts, and invoices.
• Assist with travel bookings and expense reports.

Skills

Administrative experience

Computer literacy

Microsoft Office

Communication skills

Organizational skills

Education

Bachelor's degree

Advanced degree

Tools

WorkDay

Asana

Job description

Administrative Assistant# External Opportunities## Administrative AssistantApply: New York, NY: Full time: Posted Yesterday: JR5126Thank 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 GOVERNANCEBargaining 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.**How to Apply**You will need to submit a cover letter describing your qualifications and interests and attach your resume. Applications received prior to **November 13, 2026** will be considered for an interview.Questions can be addressed to [e-mail] 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.