CUNY Office Assistant - Level 1 (Provisional)-Math Department

City University of New York; New York (NY); On-site; USD 35,000 - 41,000; Full time

Job summary

An established educational institution is seeking a detail-oriented Office Assistant to support the Math Department. This role involves performing essential office duties such as typing documents, maintaining records, and assisting faculty and students with various requests. The ideal candidate will possess strong organizational skills and the ability to multitask in a fast-paced environment. Join a diverse community committed to equity and excellence, where your contributions will make a meaningful impact on the academic experience. If you are ready to contribute to a vibrant educational setting, this opportunity is perfect for you.

Benefits

Health Benefits

Tuition Waivers

Pension Plans

Paid Time Off

Qualifications

• Two years of general office work experience required.
• Proficiency in English language is essential.

Responsibilities

• Assist faculty and students with inquiries and requests.
• Maintain timesheets and prepare paperwork for faculty.

Skills

Microsoft Office Suite

Typing

Customer Service

Data Entry

Proofreading

Education

High School Diploma

Associate's Degree

Tools

Word Processor

Personal Computers

Filing Systems

Job description

CUNY Office Assistant - Level 1 (Provisional)-Math Department

GENERAL DUTIES

Assignment Level 1, 2 and 3 - Under supervision, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. Typical duties are outlined below:

Documentation and Information

• Types and prints materials such as letters, memoranda, forms, purchase orders and vouchers, using typewriter/word processor/personal computers and all peripheral equipment.

• Proofreads typed material for accuracy, correcting errors as necessary.

• Uses commercial office software packages in typing, data entry, filing, updating files, and preparing various reports.

• Collects information or data from various sources; files and retrieves books, documents and/or data as needed. Updates existing files.

• Creates filing systems.

• Maintains departmental records; keeps separate confidential records when instructed.

• Retrieves and formats computerized data.

• With proper training, may take dictation and transcribe notes (written or recorded).

• Prepares and proposes various forms, e.g., financial aid applications, personnel papers and other college forms.

Communications and Customer Service

• Provides information, as directed, to faculty, students, employees, and the general public.

• Responds to routine inquires regarding departmental affairs.

• Answers telephone calls; screens incoming calls and forwards/refers calls; assists in maintaining up-to-date mailing and telephone directories.

• Provides receptionist services; sets up appointments; keeps calendars; refers students, faculty, other CUNY employees and general public to proper areas or persons.

• Furnishes information on the department’s rules and regulations, when authorized.

• Assists with arrangements for special events (e.g., conferences, reservations of rooms, travel arrangements, catering services, informing the relevant departments/units, etc.)

• Interviews and supervises College Assistants, College Work Study Students, Student Aides, Summer Interns, Volunteers, etc.

• Assists in training new employees in various office duties/use of office machines.

• Communicates with other academic or administrative departments or outside agencies to expedite the processing of work.

Transaction Processing

• Prepares routine reports, including drafts, using information received from various sources.

• Receives and processes financial transactions following prescribed procedures (e.g., tuition payments, library fines).

• Processes purchase orders and supply orders; verifies deliveries.

• Verifies inventory and supplies reports on request.

• Completes Time & Leave calculations and keeps up-to-date records.

• Assists supervisors in specialized office functions, e.g., fingerprinting, I-9, reference and background checking, unemployment insurance.

• Calculates payroll figures; verifies amounts on financial forms; prepares deposit records; refunds authorizations, and similar documents; keeps related records.

• Makes routine petty cash purchases and disbursements, and maintains petty cash account; keeps necessary records.

• Receives mail for the unit/department/college and distributes it among the proper persons; may sort mail per instructions.

• Prepare the department/unit/college mailings within or outside CUNY, arranging special mail services when authorized.

• Duplicates, collates and distributes materials. Coordinates the work of others to produce and distribute materials; confers with printing department and mailroom personnel as needed.

• Assists in preparing and distributing materials such as recruitment documents.

• Assists in registration activities within the department or as assigned; when authorized, processes drop/add and over tally requests for course registration.

Other

• Performs routine upkeep of office machines, e.g., photocopier, typewriter, computer terminals, printers, fax machines.

• May serve on committees when authorized.

Assignment Level 4 - Under supervision, performs moderately complex office or secretarial work in various units of CUNY. Perform tasks at assignment Level I, at a more complex or responsibility level or with significant expertise and masterly performance.

• May serve as secretary to an executive or to a small group of professional, managerial, or technical personnel.

• Organizes, supervises and coordinates the workload of a moderately complex office, including the supervision of full and part-time office support staff.

• Initiates administrative procedures on behalf of the department.

• Administers a specialized area, requiring unique training and/or experience within a large office.

• Interviews and recommends full and part-time office support staff, including College Assistants and CUNY Office Assistants in Level 1.

• Prepares and compiles complex reports, including simple research and analysis.

• With approval, makes improvements to department forms.

• Develops record-keeping systems.

• Trains office employees and others (as directed) in routine office duties, rules, procedures, etc. and related matters.

______________________________

Levels 1, 2 and 3 are contractual pay steps based on length of employment. Employees are not given additional responsibilities when moving from Level 1 to Level 2 or from Level 2 to Level 3. However, Assignment Level 4 is an assignment level based on duties performed and is discretionary.

CONTRACT TITLE

CUNY Office Assistant

FLSA

Non-exempt

CAMPUS SPECIFIC INFORMATION

CUNY is an equal opportunity employer, is committed to increasing the diversity of its workforce and is dedicated to recruiting and retaining professionals who share the College’s commitment to equity. It welcomes nominations of, and applications from members of protected groups including minorities, women, veterans and individuals with disabilities, as well as others who would bring additional perspectives to the university’s mission. Candidates with demonstrated commitment to diversity and inclusiveness through their research, teaching and/or service are also encouraged to apply. One of Queensborough Community College’s greatest strengths, and a necessary element of excellence, is the diversity of our community. We strive to attract and nurture a talented and diverse faculty and staff that proudly reflect the unique character of the local Queens community, the most diverse county in the United States.

The CUNY Office Assistant will report to the Chair of the Department of Mathematics & Computer Science.

** The selected candidate for the position will be required to complete a typing test as part of the selection process.

The successful candidate will be expected to:

• Assist faculty, advisors and students with questions and requests

• Maintain timesheets for office staff and all faculty

• Obtain coverage for classes when needed and submit appropriate paperwork for coverages

• Prepare paperwork for reappointments/promotions for faculty and make sure all reappointments/promotions are completed and sent to the President’s Office on time

• Prepare P&B Minutes for adjuncts hired at the beginning of the semester

• Prepare a list of Faculty to be observed during the semester and process Teaching Observations Reports

• Process paperwork for new hires for Adjunct Services

• Review the Adjunct Data Base and make any changes or additions needed at the beginning of each semester

• Gather office hours for both full time and adjunct faculty to include or their schedules and prepare a list of these office hours/schedules of faculty to post outside the Math Office

• Download Student Evaluations to be processed and reviewed by the P&B members

• Assign annual evaluations for full time faculty to complete and have reviewed by a faculty member then process the Annual Evaluation Reports

• Review files for record retention

• List all current syllabi on Brightspace for faculty and maintain syllabi for current classes in stock for students

• Enter all courses for the next semester on Coursedog

• Update catalog pages for the Math Department for the yearly QCC catalog on Coursedog

• Complete, on time, any projects assigned by the Department’s Chair or Co-Chairs

• Review with the Chair the timeline for each month

• Schedule final exams at the end of each semester; prepare and process envelopes/labels for the final exams; collect and keep all exams in the office until the day of the final.

MINIMUM QUALIFICATIONS

Proof of meeting requirements 1 – 4 is needed before the close of a Civil Service Examination filing period. You may be asked to provide proof of meeting these requirements at any time between your application and the close of the filing period.

1. A four-year high school diploma or its educational equivalent

2. Two (2) years of experience performing general office work, which may be met by one of the following:

A) Two (2) years of satisfactory, full-time experience performing general office work; or

B) One (1) year of satisfactory, full-time experience performing general office work and 30 semester credits from an accredited college or university; or

C) An associate’s degree or 60 college credits from an accredited college or university.

1. Passage of a qualifying Work Experience Test.

2. English Language Proficiency. All candidates must be able to speak, read, write, and comprehend the English Language. English proficiency will be evaluated at the time of interview.

CUNY considers full-time work to be at least 35 hours per week. Part-time experience of at least 20 hours per week may be prorated by half and credited instead of, but not in addition to, full-time experience during the same period (e.g., two month’s related work experience at 20-34 hours per week equate to one month’s full-time related work experience.) Part-time experience of fewer than 20 hours per week will NOT be credited at all.

The high school diploma or its educational equivalent must be approved by a State's Department of Education or a recognized accrediting organization. The college or university must be accredited by regional, national, professional, or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA).

Candidates who meet the above requirements must also meet requirements 5 – 7 after the close of the filing period.

1. Candidates must take and pass a job-related Civil Service Examination that measures critical competencies for the position.

2. Candidates must undergo a background check, including a fingerprint screening and a verification of their education and work history.

3. You will be required to meet the skill requirement of keyboard familiarity by demonstrating the ability to type accurately at a minimum speed of 100 keystrokes (20 words) per minute after errors are deducted. You must meet this requirement in order to be appointed. Additionally, candidates may be asked to demonstrate technical competence in using job-related software (e.g., word processing or other).

OTHER QUALIFICATIONS

PREFERRED QUALIFICATIONS

• Well organized and able to multi-task.

• Experience/Proficient in Microsoft Office Suite and possess the ability to learn other College/University software applications

• At least one year of experience working in an academic department and/or educational institution.

• Experience fielding questions/issues both in-person and via phone

• Experience following and implementing filing systems (paper and electronic)

COMPENSATION

*New Hire: $35,588

Incumbent: $40,215

• This amount reflects a 13% salary suppression in effect for the first 24 months of employment only.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial

well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff

also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity

to participate in a lively, diverse academic community in one of the greatest cities in the world.

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

Only applications submitted through cuny.jobs will be considered for this position.

If you are viewing this job posting externally, please apply as follows:

• Go to https://cuny.jobs/

• Search for Job Opening ID number 30287

• Click on the "Apply Now" button and follow the instructions

Applications including the following must be uploaded to the job application website as a single PDF document:

• Cover Letter

• Resume

Current CUNY employees must apply through CUNYfirst Employee Self Service using your login credentials. After you login to CUNYfirst, navigate to job openings by following the path from the Main Menu: Employee Self Service –>Careers

CLOSING DATE

May 16, 2025

Review of resumes to begin immediately

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

30287

Location

Queensborough CC