CUNY Office Assistant, Level 1 - (Provisional) CUNY Beyond

CUNY Office Assistant, Level 1 - (Provisional) CUNY Beyond

Queens, NY

QUEENSBOROUGH CC

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CUNY Office Assistant, Level 1 - (Provisional) CUNY Beyond

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

Queensborough Community College seeks a CUNY Office Assistant to support CUNY Beyond, the University's five-year career success strategy that integrates career preparation, work-based learning, and employer engagement across all undergraduate degrees. CUNY Beyond aims to connect 180,000 New Yorkers to careers by 2030, triple the number of students in paid internships, increase employer recruitment of CUNY graduates by 20%, and ensure that 80% of graduates secure at least a year of consistent employment at a living wage.

The CUNY Office Assistant provides administrative and clerical support to Queensborough Community College’s CUNY Beyond Hub, which houses Career Services, Transfer Services, RISE, and the CUNY Beyond team. Reporting to the Assistant Vice President and Chief Careers and Industry Partnerships Officer, the assistant supports daily Hub operations and the AVP’s office, serving at the front desk and on the student intake team.

As an initial point of contact, the assistant welcomes students and visitors, gathers basic information about their needs, and connects them with the appropriate staff, services, and opportunities. The position helps maintain an organized, responsive, and accessible Hub that supports students’ career preparation, transfer planning, and participation in career-connected learning.

Front Desk and Student Intake

Welcome students, faculty, staff, employers, and other visitors; answer telephone calls and respond to routine inquiries in person and through shared email accounts.

Conduct initial intake using established forms and procedures; record the reason for the visit, assist with check-in, and route students to Career Services, Transfer Services, CUNY Beyond staff, or other campus resources.

Schedule, confirm, and reschedule appointments; communicate staff availability and assist with managing walk-in traffic and student wait times.

Provide accurate information about Hub services, office hours, workshops, transfer activities, internship and employment resources, and upcoming programs using staff-approved materials.

Help students access appointment systems, registration links, and basic service forms; refer advising questions, complex concerns, and sensitive matters to the appropriate professional staff.

Maintain an orderly reception area with current handouts, signage, and resource materials; support consistent front desk coverage in coordination with the Hub team.

Administrative Support to the Hub and AVP

Assist with the AVP’s calendar, meeting scheduling, room reservations, meeting invitations, and preparation of agendas and supporting materials.

Prepare, format, proofread, and distribute routine correspondence, meeting notes, presentations, forms, and other documents as directed.

Maintain electronic and paper files, contact lists, shared calendars, and administrative trackers; organize materials for timely retrieval and follow-up.

Assist with purchasing and reimbursement paperwork, supply requests, invoice routing, and related clerical processes under established college procedures.

Work collaboratively across the Hub to support shared procedures and timely service, and perform related duties consistent with the CUNY Office Assistant title and assigne