CUNY Administrative Assistant Level 1 - Architectural Technology

GENERAL DUTIES

This position has responsibility for the operation of a major administrative College activity, or difficult administrative and secretarial work in an office with College-wide responsibilities, or in an unusually complex academic department. May perform duties described under the lower title, CUNY Office Assistant (04802). Persons in this position are accountable for rendering quality services in a respectful, courteous and professional manner. In the University's multicultural environment, incumbents provide consistent assistance to everyone.

A CUNY Administrative Assistant position will be assigned to either Level 1 or Level 2. A position assigned to Level 1, with wide latitude for the exercise of independent initiative and judgment, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. A position assigned to Level 2, with wide latitude for the exercise of independent initiative and judgment, performs very complex administrative or supervisory work; may work with other College units to complete significant administrative functions (e.g., payroll, facilities, personnel, budget, records, security, etc.).

This position is in CUNY's Classified Civil Service. The full specification is available on our web site at http://www.cuny.edu/about/administration/offices/ohrm/hros/classification/ccsjobs.html

CONTRACT TITLE

CUNY Administrative Assistant

FLSA

Non-exempt

CAMPUS SPECIFIC INFORMATION

OPEN ONLY TO CURRENT CUNY EMPLOYEES WITH PERMANENT STATUS AS CUNY OFFICE ASSISTANT III OR IV OR CUNY ADMINISTRATIVE ASSISTANT *

New York City College of Technology (City Tech) of the City University of New York (CUNY), a comprehensive college in downtown Brooklyn, invites applications for a CUNY Administrative Assistant in the Architectural Technology department, which is housed in the School of Technology and Design.

The Architectural Technology department at City Tech is large, with over 880 students, 100 faculty, and 50 part-time staff. The department offers an innovative, progressive, nurturing, and inclusive environment that prepares students for advanced education and careers in architecture and related fields. The department aims to produce graduates who are recognized leaders in the architecture industry and beyond. Our faculty are committed to delivering an education that encompasses design, building technology, history, theory, and environmental studies. This is achieved through creative and scholarly research, the use of cutting-edge computational tools, interdepartmental collaboration, and community-based learning initiatives.

The Administrative Assistant is central to the operations of the department and works closely with the Department Chair. The Administrative Assistant is the first person faculty, staff, and students meet upon arrival to the department and acts as the front-line staff assisting members of the college community, as well as helping to ensure that the department adheres to policies and procedures.

Reporting to the Department Chair, the Administrative Assistant will:

Answer the department's telephone and manage the department email account. Compose written responses to emails and/or redirect to appropriate resources. Schedule, coordinate, and perform correspondence with industry partners for meetings, department visits and lectures.

Triage student advisement requests and route students to the appropriate resources. Manage and track department advisement tools: appointment scheduling, registrar forms and submission processes, advisement guides, course section waitlists.

Schedule adjunct interviews, track hiring documents, and follow-up with Human Resources, Budget Office, and OCIS regarding the onboarding of adjuncts. Along with the Department Chair, participate in the recruitment, selection, and management of work-study students.

Track and record Full-Time Attendance and substitutions and prepare and submit Faculty Service Reports. Ensure Adjunct College Laboratory Technicians (CLTs) submit time sheets on a timely basis.

Assist with collection and distribution of department materials including, but not limited to: course descriptions, eFolders, syllabi, and accreditation materials. Coordinate course textbook requirements from faculty and submit to College. Submit and track grade updates, Independent Study applications, incomplete resolution plans, field trip forms, and faculty training/compliance forms for off-campus trips.

Maintain records of CLT budgets and project budgets with the Chair, the Director of Operations, and IT. Assess front office materials stock and reorder as needed. Monitor this budget and coordinate with the department operations team.

Communicate with the department's faculty to coordinate the semester final exam and project review schedule. Monitor and follow up to ensure that all faculty have submitted properly-completed Verification of Enrollment (VoE) and final grade roster documents on time.

Perform set-up and takedown of materials needed for faculty meetings: lunches, printed documents, and handouts, etc.

Participate in and help coordinate student orientation and related activities, such as preparing materials for distribution.

Under direct supervision of the Department Chair, track and monitor submission of each semester's (Fall, Spring, and Summer) Multiple Position and Adjunct Workload Reporting Forms.

Prepare and issue annual letters to the department's faculty regarding their continuing education requirement.

Perform other duties as assigned by the Chair.

MINIMUM QUALIFICATIONS

Proof of meeting qualification requirements 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.

Permanent status as a CUNY Office Assistant at Assignment Level 1 (Pay Level 3) or Assignment Level 2 (Pay Level 4).

Candidates who meet the above requirements must also meet requirements 2 and 4 after the close of the filing period.

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

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

Candidates must demonstrate technical competence in using job-related software (e.g., word processing or other).

OTHER QUALIFICATIONS
OPEN ONLY TO CURRENT CUNY EMPLOYEES WITH PERMANENT STATUS AS CUNY OFFICE ASSISTANT III OR IV, OR CUNY ADMINISTRATIVE ASSISTANT *

The following knowledge, skills, and abilities are preferred:

A service-oriented approach while interfacing with students, faculty, staff, and community members.

Ability to manage the daily flow of information while observing college policies and procedures.

Strong communication skills, which are needed to guide students, staff and faculty, and to interface with senior campus administrators and the building facilities team.

Effective organization skills and experience using the following software: Microsoft O365 applications (including Outlook, Word, and Excel), as well as Dropbox and Zoom.

Experience using PeopleSoft, Workday, and/or CUNYfirst Campus Solutions is highly desirable.

COMPENSATION

Level 1A: $54,789

Level 1B: $56,540

Level 1C: $58,608

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

Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID or Title. Select "Apply Now" and provide the requested information.

Candidates should provide a resume and cover letter.

CLOSING DATE

Open until filled with review of resumes to begin on or after April 18, 2025.

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

30109

Location

NYC College of Technology

CUNY

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CUNY Administrative Assistant Level 1 - Architectural Technology