EOC Office Assistant Level 1 (Multiple Positions) - Brooklyn Educational Opportunity Center

City University of New York-posted about 1 month ago
Full-time • Entry Level
Brooklyn, NY
1,001-5,000 employees
Educational Services
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Performs clerical and daily office operations within various academic and administrative departments of a diverse University environment within an Educational Opportunity Center (EOC). Provides quality services in a respectful, courteous and professional manner. In the University's multicultural environment, incumbents provide consistent assistance to everyone. There are two general Assignment Levels for this position. Within these, there are five distinct pay levels: Assignment Level 1: Pay Levels 1, 2, 3, and 3a Assignment Level 2: Pay Level 4. All personnel perform related work. This specification describes typical assignments; related duties may be assigned as needed. The State University of New York, Brooklyn Educational Opportunity Center (BEOC), located in Downtown Brooklyn and administered by New York City College of Technology/CUNY, provides tuition-free academic and workforce development training to eligible New York State residents, offering a pathway to lifelong learning, college access and economic self-sufficiency. The BEOC welcomes applications for multple full-time EOC Office Assistant positions to provide administrative and clerical support across various departments, including Academic Affairs, Student Services, Career Services, Advising, Registrar/Records, Testing Center, and Communications. These positions are essential in ensuring efficient office operations, supporting students and faculty, maintaining accurate records, and facilitating effective communication within the center. Additionally, these roles will provide direct clerical support to the Directors of Academic Affairs, Student Services, and Career Services, ensuring smooth departmental operations and assisting with scheduling, documentation, and interdepartmental coordination.

  • Assist the Directors of Academic Affairs, Student Services, and Career Services with scheduling, maintaining calendars, and coordinating meetings.
  • Prepare and process departmental documents, reports, and records using Microsoft O365 applications (Word, Excel, Outlook, and Teams).
  • Answer and direct phone calls, emails, and inquiries in a professional manner.
  • Maintain both electronic and physical filing systems, ensuring document organization and confidentiality.
  • Support department-wide logistics, such as organizing meeting materials, distributing paperwork, and updating information systems.
  • Assist faculty and students by printing, organizing, and disseminating course materials.
  • Maintain and update academic records, class schedules, and attendance tracking.
  • Support faculty with general administrative tasks, including document preparation and data entry.
  • Assist with event coordination by handling logistics such as room reservations and preparing sign-in sheets.
  • Provide clerical and administrative support for Student Services, assisting with document processing, filing, and maintaining student records.
  • Schedule student appointments and maintain departmental logs.
  • Assist with clerical aspects of student engagement activities, including preparing sign-in sheets, distributing flyers, and setting up materials for workshops and events.
  • Support event coordination by preparing documentation, tracking attendance, and organizing materials.
  • Provide administrative support for career-related events, such as job fairs and employer engagement activities.
  • Maintain student employment and internship records, including filing paperwork and updating tracking spreadsheets.
  • Assist with scheduling career counseling appointments and coordinating employer visits.
  • Prepare and distribute pre-approved career-related materials to students.
  • Schedule and confirm student advising appointments, ensuring records are updated in the student database.
  • Maintain accurate clerical records of student advisement sessions and assist in tracking student progress.
  • Assist in organizing workshops and informational sessions by handling clerical duties such as compiling packets and sign-in sheets.
  • Provide students with pre-approved general information regarding program requirements and available services.
  • Assist with student registration, enrollment verification, and transcript requests, ensuring compliance with FERPA regulations.
  • Update and maintain accurate student records in the student information system.
  • Process data entry and generate reports related to student enrollment, academic progress, and graduation requirements.
  • Distribute policy updates, registration deadlines, and important notifications to students and faculty.
  • Schedule and coordinate student testing appointments, including proctoring arrangements and accommodations.
  • Maintain test records and ensure compliance with institutional and testing center policies.
  • Provide students with standardized information regarding test requirements, locations, and procedures.
  • Assist with secure handling and filing of test materials.
  • Use Microsoft O365 applications (Word, Outlook, and PowerPoint) to format and distribute internal and external communications.
  • Assist with document formatting, proofreading, and distribution of newsletters, announcements, and pre-approved communications.
  • Coordinate the printing and distribution of materials for departmental outreach efforts.
  • Update and maintain organized communication records and departmental documents.
  • Completion of a High School Diploma or Equivalent (GED).
  • Completion of two (2) years of full-time equivalent experience which may be met by one of the following: Two years of employment in general office work One year of employment in general office work plus 30 college credits from an accredited institution of higher education (equivalent of one year of experience) 60 college credits from an accredited institution of higher education (equivalent of two years of experience) Part-time experience of at least 20 hours per week may be prorated and credited instead of, but not in addition to, full-time experience during the same period.
  • Demonstrated English language proficiency (ability to speak, read, write, and understand English well enough to meet job requirements).
  • Technical competence in using job-related computer software (word processing or other) may be required for this position.
  • The preferred candidate will demonstrate administrative skills needed to function as support staff in the area they are placed.
  • 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.
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