Administrative Assistant

Research Foundation of The City University of New York•New York, NY

10d•$55,000 - $65,000•Hybrid

About The Position

The CUNY Institute for State and Local Governance is hiring an Administrative Assistant to provide a broad range of administrative and database support. The position reports to the Administrative Associate and is based in New York City on a hybrid schedule: three days a week in the Midtown office and two days a week remotely, with in-office days chosen by staff. The Institute works to improve the financing, delivery, and measurement of public services through research, technical assistance, and education. Its projects address areas including criminal justice reform, urban inequality, and social service access. RFCUNY describes its staff as supporting CUNY researchers, faculty, and staff, and emphasizes a welcoming workplace that respects a range of perspectives and backgrounds.

Requirements

Three or more years of administrative experience.
Computer literacy.
Knowledge of Microsoft Office applications and other collaborative software.
Exceptional communication, interpersonal, and organizational skills, and sound judgment.
Ability to prioritize, meet deadlines, and balance individual and team responsibilities with attention to detail and high-level accuracy.
Ability to maintain professional working relationships with staff, partner agencies, and internal and external workforces at all levels.
Ability to be flexible.
Bachelor’s degree required.

Nice To Haves

Experience in an office or customer service environment.
Experience with Workday and Asana.
Personal experience relevant to the organization’s mission.
Advanced degree preferred.

Responsibilities

Welcome and direct incoming telephone calls, visitors, mail, deliveries, and information-box inquiries.
Arrange conference calls and manage audio/visual equipment as needed.
Maintain and update the Executive Director’s calendar.
Maintain and update conference-room calendars for Institute meetings.
Support hosted meetings, including setup, refreshments, cleanup, and audio/visual equipment.
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 office and kitchen supplies and refreshments, stock supply areas, and maintain inventory.
Schedule and support staff meetings, gatherings, and other staff events.
Ensure office and common areas are clean, presentable, and appropriate for staff and guests.
Reconcile purchasing-card expenses.
Submit and track contracts through a contract manager system.
Submit and track invoice payments through an accounts payable system.
Assist with preparing mailings and reports.
Manage outgoing mail and package posting.
Provide backup assistance with basic information technology equipment.
Assist with booking travel and preparing travel expense reports.
Perform other duties as assigned.