CUNY Office Assistant- Office of the Registrar (Provisional)

CUNY Office Assistant- Office of the Registrar (Provisional)

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.

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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

Lehman College, of The City University of New York, ranks among the top five institutions in the nation for fostering social mobility. A four-year Hispanic-Serving Institution in the Bronx, Lehman offers bachelor?s, master?s, and advanced degrees and certificate programs in the Liberal Arts, sciences, and professions. The College?s community-driven mission and notable academic programs attract a diverse, international enrollment of over 15,000 students who take courses on its 37-acre, tree-lined campus and online degree programs. Many thousands more community members benefit yearly from its active cultural, educational, health, and economic outreach programs and services.

Under supervision of the Registrar, performs office work in various units, following relevant departmental, College, and University procedures. This role requires attention to detail, excellent communication skills, and the ability to collaborate effectively across multiple campus offices. Job duties include but not limited to:

General Duties & Responsibilities

Performs clerical duties, including respond to inquiries in person, phone or by e-mail, filing, answer telephone calls, screen incoming calls and forwards/ refers calls, etc. general information regarding registration, enrollment and other Registrar related services.

-Uses CUNYfirst for updating students? records for inaccuracies and corrections.

-Maintains records, documents and forms according to record retention policies, including the Family Rights and Privacy Act (FERPA) as per office guidelines

-Processing of major/minor change forms

-Maintaining biographical data and personal information such as name, date of birth, address, phone number, etc.

-Review and process ePermit requests submitted by students in CUNYfirst

-Maintain accurate records of ePermit transactions, prepare reports, and support data requests

-Review and approve departmental scheduling submissions, verifying meeting patterns, modality, faculty assignments, and enrollment capacities

-Monitor and maintain the unit?s email account and other communication material

-Perform other related duties as assigned

Key Skills & Competencies:

-Must be proficient in Microsoft applications (Word, Excel, Access, Power Point, Outlook)

-Must be proficient at problem-solving, including being able to identify issues and resolve programs in a timely fashion

-Must be a team player

-Must possess strong interpersonal skills

-Must be able to communicate clearly, both written and orally, as to communicate with employees and members of the Office of the Registrar

-Must be able to efficiently read and understand information

-Must be able to prioritize and plan work activities as to use time efficiently

-Be organized, accurate, detailed and analyze work for quality

-Must be reliable, able to follow instruction, respond to management direction and improve

-Performance through management feedback

Monday-Friday

*Candidates selected for the position will be required to complete a typing test as part of the selection process.

A typing test result of 20+ words per minute, after errors are deducted for the candidate

MINIMUM QUALIFICATIONS

Proof of meeting requirements 1 - 4 is needed before the close of a Civil Service Examination filing period. You may be asked to provide proof of meeting these requirements at any time between your application and the close of the filing period.

1. A four-year high school diploma or its educational equivalent
2. Two (2) years of experience performing general office work, which may be met by one of the following:

A) Two (2) years of satisfactory, full-time experience performing general office work; or

B) One (1) year of satisfactory, full-time experience performing general office work and 30 semester credits from an accredited college or university; or

C) An associate?s degree or 60 college credits from an accredited college or university.

1. Passage of a qualifying Work Experience Test.
2. 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.

CUNY considers full-time work to be at least 35 hours per week. Part-time experience of at least 20 hours per week may be prorated by half and credited instead of, but not in addition to, full-time experience during the same period (e.g., two month?s related work experience at 20-34 hours per week equate to one month?s full-time related work experience.) Part-time experience of fewer than 20 hours per week will NOT be credited at all.

The high school diploma or its educational equivalent must be approved by a State's Department of Education or a recognized accrediting organization. The college or university must be accredited by regional, national, professional, or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA).

OTHER QUALIFICATIONS

Preferred Qualifications

-Proficient in MS Office

-Strong organizational and time management skills

-Excellent written and verbal communication skills

-Attention to detail and problem-solving skills

-Experience working in higher education setting

-Experience with CUNYfirst, Brightspace, and other related CUNY systems

-Experience working with diverse populations in fast paced environment

COMPENSATION

New Hire Rate: $35,588

Incumbent Rate: $40,215

*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

To apply, go to 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.

CLOSING DATE

Review of resumes to begin immediately.

JOB SEARCH CATEGORY

CUNY Job Posting: Support Staff

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.

Job ID

Location

Lehman College