College Aide (Executive)

City of New York; New York (NY); On-site; USD 28,000 - 41,000; Part time

Job summary

City of New York is seeking a College Aide to support the Office of Administrative Services within the Department of Design and Construction. This part-time role offers hands-on exposure to HR analytics, organizational structure, and records governance in a large municipal division.

College Aide duties include maintaining vital trackers, updating organizational charts, processing personnel actions, and coordinating office logistics.

Qualifications

• Must be a student enrolled in an accredited college or graduate school.
• Hours: Part-Time (35 hours) during the school year; full-time during the summer.
• Experience with HR processes and records management is a plus.

Responsibilities

• Workforce Reporting & HR Analytics: maintain, analyze, and update divisional trackers.
• Organizational Structure Management: audit and update organizational charts.
• Personnel Action Processing: coordinate and submit electronic requests per agency protocols.
• Confidential Records Governance: maintain secure digital personnel archives.
• Employee Engagement & Logistics: serve as a point of contact for staff inquiries and coordinate office logistics.

Skills

Attention to detail

Communication skills

Education

Accredited college or graduate school enrollment

Tools

HR analytics tools

Job description

• Job Category: Engineering, Architecture, & Planning
• Salary Band: $20 to $30
• Compensation: USD 17.5 - USD 21.9

Job Description

Hours: Part-Time - 35 Hours
Work Location: 30-30 Thomson Avenue, LIC, NY 11101
College Aides are permitted to work up to 17 hours per week during the school year, and full time (35 hours) during the summer. Please note you must be a student enrolled in an accredited college or graduate school to be eligible for the position.

The New York City Department of Design and Construction (DDC), Division of Infrastructure, is seeking a motivated, detail-oriented College Aide to join the Office of Administrative Services. Reporting directly to a Senior Administrative Liaison, you will play an essential role in supporting the people and operations that keep our capital engineering and construction teams running smoothly. This position offers direct, hands-on exposure to public sector human resources, personnel administration, organizational governance, and workplace logistics across a massive municipal division.

• Workforce Reporting & HR Analytics: Maintain, analyze, and update critical divisional human capital trackers including agency-wide Mandatory Training compliance, vacancy pipelines, and Assignment Differential rosters providing clear operational visibility to leadership.
• Organizational Structure Management: Audit and update the division’s organizational charts to ensure accurate reporting hierarchies, titles, and team alignments across all infrastructure bureaus.
• Personnel Action Processing: Coordinate and submit electronic personnel requests (such as Employee Status Change Forms / ESCFs) through specialized agency tracking portals, ensuring strict adherence to civil service and agency protocols.
• Confidential Records Governance: Maintain and organize the division’s secure digital personnel archives, championing data accuracy and standard document retention practices.
• Employee Engagement & Logistics: Serve as a reliable point of contact for staff inquiries, follow up with employees on operational deadlines, and coordinate essential office logistics, including special supplies and materials distribution to support day-to-day team efficiency.

Additionally, educational credentials must be from a U.S. Department of Education-recognized accredited institution. Credentials from foreign institutions require independent equivalency verification from an approved evaluation service. A list of providers (fees apply) is available at: https://www.nyc.gov/assets/dcas/downloads/pdf/employment/nyc-dcas-foreign-education-evaluation-guide.pdf.

Qualifications

For Assignment Level I:
Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school.
For Assignment Level II (Information Technology):
Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study.
For Assignment Level III (Information Technology Fellow):
Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications.
SPECIAL NOTE
Maximum tenure for all Assignment Levels in the title of College Aide is 6 years. No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session. Students may be employed full-time during their vacation periods.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.