College Assistant - Ph.D. Program in Physics

City University of New York • New York, NY

36d • $20 • Hybrid

About The Position

Under supervision, performs miscellaneous clerical, administrative, research or other work related to the operation of a College or other unit where such work is required on a part-time basis or for a period of limited duration. There is one Assignment Level for this position. All personnel perform related work. This specification describes typical assignments; related duties may be assigned as needed. Maximum tenure for any employee in this hourly position is 1040 hours per year. The Graduate Center of the City University of New York (CUNY) is the focal point for advanced teaching and research at CUNY, the nation's largest urban public university. With over 35 doctoral and master's programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center's commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000 square-foot facility in upper Manhattan, designed to promote collaboration among scientists in five areas of global research and innovation: nanoscience, photonics, structural biology, neuroscience, and environmental sciences. The Graduate Center (GC) benefits from highly ambitious and diverse students and alumni-who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City's intellectual and cultural life. The Ph.D. Program in Physics is seeking a College Assistant. This is a part-time role for 797 hours per year. The College Assistant will provide administrative support to the Assistant Program Officer (APO) and Executive Officer. Under the supervision of the APO, the College Assistant will carry out the duties necessary in the operation of the Ph.D. Program in Physics. The Program has an enrollment of over 100 U.S. and international students. The faculty is primarily based at the CUNY campuses and is drawn from 9 senior colleges and the GC. This is a hybrid role, and the incumbent will work on site and remotely. All full-time and part-time CUNY staff are expected to work in-person at their campus office 80% of their work time. This hybrid work schedule is subject to change.

Requirements

• Must demonstrate sufficient skills to perform the duties of the assigned tasks.

Nice To Haves

• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to maintain confidentiality and handle sensitive information with discretion
• Customer service-oriented with a professional and courteous demeanor
• Attention to detail and accuracy in data entry and document preparation
• Ability to work independently and collaboratively in a fast-paced environment
• Experience with academic or administrative systems (e.g., CUNYfirst, CUNYBuy) is a plus
• Reliable, punctual, and committed to supporting the goals of the academic office

Responsibilities

• Respond to email, telephone and in-person inquiries and requests from students, faculty, administration and public, in a professional and courteous manner
• Process incoming and outgoing mail
• Answer incoming telephone calls
• Prepare handouts,flyers, agenda, badges, etc. for program events, including orientation, open house, seminar, workshop, registration/advisement and committee meetings
• Coordinate arrangements for refreshment and room setup in preparation for special events
• Assist with the generation and disbursement of course evaluations to students as well as the creation and dissemination of reports to faculty members
• Process vendor invoices for payment
• Collect and tabulate student and faculty data and provide program statistics as per request of internal and external administrators
• Assist in maintaining and updating student, faculty and alumni paper and electronicfiles, websites and listservs
• Assist in enhancing alumni development outreach efforts
• Assist in course scheduling, student registration via CUNYfirst
• Assist in recruitment; primary person responsible for creating/maintaining databases of undergraduate colleges, including internet research.
• Serve as the program's liaison to the Communications and Marketing department, with responsibilities that include oversight of the physics website, submission of calendar of events, and related platforms.
• Responsible for maintenance of program's Facebook presence
• Responsible for preparation and posting program's digital signage at the GC
• Assist in the administration of the First, Second and Final Examinations
• Assist with preparation of student recruitment letters for online and printed mailings.
• Assist Executive Officer with special projects
• Assist in processing student forms
• Make copies and scan documents
• Assist with other programmatic activities
• Perform other duties as assigned.

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.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees