The City University of New York
CUNY Office Assistant, Level 1 (Provisional) - Grants and Sponsored Programs
The City University of New York, New York, New York, us, 10261
CUNY Office Assistant, Level 1 (Provisional) - Grants and Sponsored Programs
Join to apply for the
CUNY Office Assistant, Level 1 (Provisional) - Grants and Sponsored Programs
role at
The City University of New York
GENERAL DUTIES 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 and 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 inquiries regarding departmental affairs.
Answers telephone calls; screens incoming calls and forwards or 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 the 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 relevant departments or units).
Interviews and supervises College Assistants, College Work‑Study Students, Student Aides, Summer Interns, Volunteers, etc.
Assists in training new employees in various office duties and 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; processes refunds 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.
Prepares 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 the 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
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.
CONTRACT TITLE CUNY Office Assistant
FLSA Non‑exempt
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.
CAMPUS SPECIFIC INFORMATION Founded in 1971 in Long Island City, Queens, LaGuardia Community College is one of seven community colleges of the City University of New York (CUNY). LaGuardia offers more than sixty associate degree programs and more than fifty workforce training, ESOL, GED, and pre‑college programs. In 2023, LaGuardia served approximately 24,000 students. More than one‑third of LaGuardia’s degree‑seeking students are born outside the United States; they come from 136 countries and speak 43 heritage languages. Sixty percent are first‑generation college students. Virtually all LaGuardia students are ethnic minorities (89 percent), 58 percent are women, 27 percent are over the age of 25. Forty‑six percent of associate degree students are Hispanic. Upon graduation most students transfer to four‑year colleges, typically in CUNY, to complete their baccalaureate degrees. Graduates of career programs such as Nursing, Computer Technology, and Veterinary Technology enter the workforce. LaGuardia ranked fifth among U.S. community colleges in economic mobility – moving low‑income students into the middle class and beyond – in studies by Stanford University (2017) and the Brookings Institution (2020). Please visit www.laguardia.edu to learn more.
Reporting to the Associate Director of Grants Administration, the CUNY Office Assistant (COA) supports the operation of the Grants and Sponsored Programs Department. The COA performs the following duties:
Assist with preparation of periodic reports related to grant acquisitions and spending; help to organize and check Research Foundation and LaGuardia data for new annual CUNY Non‑tax Levy Unrestricted Spending report.
Assist in the review of PSC‑CUNY applications for completeness and submit them on the RF’s Grant Proposal System.
Serve as the post‑award support on various internal CUNY grants, including PSC CUNY research awards for faculty and chairpersons as well as research grants; assist with hiring processes such as onboarding and e‑verification for newly hired RF employees, as well as personnel action forms for RF employees; provide guidance and monitoring of summer salary and effort certification.
Provide training and support to the College community on various tools and systems including RFCUNY website tool and systems; assist with the rollout of Cayuse; act as the campus point person for coordinating training and will also be the liaison with CUNY for Cayuse matters.
Ensure training materials pertaining to grant administration processes and procedures are updated periodically.
Assist with communication from the department to the college community.
Assist in gathering, preparation, and dissemination of information related to grants and sponsored programs administration.
Prepare items for announcements in the College’s Campus Update.
Assist with department website updates and enhancements.
Maintain financial records related to office administration and procurement; coordinate tax‑levy procurement in CUNYBuy and prepare purchase requisitions.
Schedule meetings; manage grants email; screen guests, phone calls, and correspondence; determine the nature of visits or inquiries.
Assist with arrangements for special events such as conferences and the reservation of rooms.
Support the implementation of processes to improve and streamline office administrative operations.
Other duties as assigned.
MINIMUM QUALIFICATIONS
A four‑year high school diploma or its educational equivalent.
Two (2) years of experience performing general office work, which may be met by one of the following:
Two (2) years of satisfactory, full‑time experience performing general office work; or
One (1) year of satisfactory, full‑time experience performing general office work and 30 semester credits from an accredited college or university; or
An associate’s degree or 60 college credits from an accredited college or university.
Passage of a qualifying Work Experience Test.
English Language Proficiency. All candidates must be able to speak, read, write, and comprehend the English language. English proficiency will be evaluated at the time of interview.
New Hire: $36,700*
Incumbent: $41,472
This amount reflects a 13% salary suppression in effect for the first 24 months of employment only.
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 December 25th, 2025
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.
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CUNY Office Assistant, Level 1 (Provisional) - Grants and Sponsored Programs
role at
The City University of New York
GENERAL DUTIES 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 and 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 inquiries regarding departmental affairs.
Answers telephone calls; screens incoming calls and forwards or 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 the 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 relevant departments or units).
Interviews and supervises College Assistants, College Work‑Study Students, Student Aides, Summer Interns, Volunteers, etc.
Assists in training new employees in various office duties and 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; processes refunds 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.
Prepares 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 the 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
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.
CONTRACT TITLE CUNY Office Assistant
FLSA Non‑exempt
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.
CAMPUS SPECIFIC INFORMATION Founded in 1971 in Long Island City, Queens, LaGuardia Community College is one of seven community colleges of the City University of New York (CUNY). LaGuardia offers more than sixty associate degree programs and more than fifty workforce training, ESOL, GED, and pre‑college programs. In 2023, LaGuardia served approximately 24,000 students. More than one‑third of LaGuardia’s degree‑seeking students are born outside the United States; they come from 136 countries and speak 43 heritage languages. Sixty percent are first‑generation college students. Virtually all LaGuardia students are ethnic minorities (89 percent), 58 percent are women, 27 percent are over the age of 25. Forty‑six percent of associate degree students are Hispanic. Upon graduation most students transfer to four‑year colleges, typically in CUNY, to complete their baccalaureate degrees. Graduates of career programs such as Nursing, Computer Technology, and Veterinary Technology enter the workforce. LaGuardia ranked fifth among U.S. community colleges in economic mobility – moving low‑income students into the middle class and beyond – in studies by Stanford University (2017) and the Brookings Institution (2020). Please visit www.laguardia.edu to learn more.
Reporting to the Associate Director of Grants Administration, the CUNY Office Assistant (COA) supports the operation of the Grants and Sponsored Programs Department. The COA performs the following duties:
Assist with preparation of periodic reports related to grant acquisitions and spending; help to organize and check Research Foundation and LaGuardia data for new annual CUNY Non‑tax Levy Unrestricted Spending report.
Assist in the review of PSC‑CUNY applications for completeness and submit them on the RF’s Grant Proposal System.
Serve as the post‑award support on various internal CUNY grants, including PSC CUNY research awards for faculty and chairpersons as well as research grants; assist with hiring processes such as onboarding and e‑verification for newly hired RF employees, as well as personnel action forms for RF employees; provide guidance and monitoring of summer salary and effort certification.
Provide training and support to the College community on various tools and systems including RFCUNY website tool and systems; assist with the rollout of Cayuse; act as the campus point person for coordinating training and will also be the liaison with CUNY for Cayuse matters.
Ensure training materials pertaining to grant administration processes and procedures are updated periodically.
Assist with communication from the department to the college community.
Assist in gathering, preparation, and dissemination of information related to grants and sponsored programs administration.
Prepare items for announcements in the College’s Campus Update.
Assist with department website updates and enhancements.
Maintain financial records related to office administration and procurement; coordinate tax‑levy procurement in CUNYBuy and prepare purchase requisitions.
Schedule meetings; manage grants email; screen guests, phone calls, and correspondence; determine the nature of visits or inquiries.
Assist with arrangements for special events such as conferences and the reservation of rooms.
Support the implementation of processes to improve and streamline office administrative operations.
Other duties as assigned.
MINIMUM QUALIFICATIONS
A four‑year high school diploma or its educational equivalent.
Two (2) years of experience performing general office work, which may be met by one of the following:
Two (2) years of satisfactory, full‑time experience performing general office work; or
One (1) year of satisfactory, full‑time experience performing general office work and 30 semester credits from an accredited college or university; or
An associate’s degree or 60 college credits from an accredited college or university.
Passage of a qualifying Work Experience Test.
English Language Proficiency. All candidates must be able to speak, read, write, and comprehend the English language. English proficiency will be evaluated at the time of interview.
New Hire: $36,700*
Incumbent: $41,472
This amount reflects a 13% salary suppression in effect for the first 24 months of employment only.
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 December 25th, 2025
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.
#J-18808-Ljbffr