The Administrative Assistant will be responsible for providing administrative management for the Office of Research helping the Associate Provost for Research at the City College of New York with calendar management, scheduling meetings, coordinating office requests (supplies, expense reimbursements, etc.), and supporting staff with activities of their specific project(s), including workshops and conferences. The Administrative Assistant will work with administrative offices, colleges, and departments across CCNY to meet the goals of the Office of Research.

Meeting Coordination and Scheduling

Develop or draft agendas for office staff meetings. Prepare flyers, posters, promotional and presentation materials for the Office of Research and sponsored activities (i.e., Research Seminar Series). Coordinate and schedule recurring meetings with staff reporting to the Associate Provost for Research.

Maintain the Office of Research calendar and monitor the emails received by this inbox (officeofresearch@ccny.cuny.edu). Send calendar invitations for staff meetings and research seminars from the Office of Research calendar.

Research Seminar Series

The Research Seminar Series is held during the Fall and Spring semesters. Topics are selected over the summer to distribute the list before the first seminar is held in September. The seminar sessions are scheduled for the second Thursday of the month from 2 – 3 pm.

The Administrative Assistant is responsible for compiling the list of the seminars, the titles, and presenters into a template for campus-wide distribution. At least two weeks before each seminar, the Administrative Assistant will prepare email announcements and digital signages for campus-wide distribution.

Event Planning

Coordinate logistics including space reservations, catering, decorations, poster printing, and promotion. Events included the Office of Research - Research Seminar Series (held monthly in Spring/Fall), the AFRL Technology Forum 2023, as well as staff lunch meetings and holiday events.

Prepare or edit event materials and collect supporting documents (agendas, registration lists, etc.) to process expense reimbursements or P-Card reconciliation reports.

Serve as the point of contact for collaborative events with CCNY and CUNY, such as the Experiential Learning Fair, CiPASS.

Fiscal and Office Administration

Budget Management - Prepare and process PAFs for annual salary increases.

PCard Management – Process reconciliation of PCard statements. Gather supporting documentation to justify expenses including meeting attendance signatures, expense receipts, boarding passes, etc. Prepare justification memos as needed.

Vendor Management - Identify new vendors, and explore giveaway items and other supply needs. Process vendors, collect invoices, and process payments.

Travel Arrangements & Reimbursements – Handle travel, conference registration fees, hotel reservations, etc.

Perform other duties and special projects as assigned.

Bachelor’s degree and 2 – 5 years of experience in administrative management, grants management, or project management experience. Technologically savvy in Microsoft Office 365 ProPlus and cloud-based software options (Nextcloud, SharePoint, Canva, etc.).

Highly detailed oriented; keen analytical, organizational, and problem-solving skills. Excellent communication and relationship-building skills with the ability to negotiate with stakeholders and vendors. Customer-service orientation to support all stakeholders and address challenges with little oversight.

The Research Foundation of The City University of New York (RFCUNY) was established as a not-for-profit educational corporation chartered by the State of New York in 1963. RFCUNY supports CUNY faculty and staff in identifying and obtaining external support (pre-award) from government and private sponsors and is responsible for the administration of all such funded programs (post-award).

RFCUNY stands between CUNY’s principal investigators (PIs) and the sponsors who support them and strives to fulfill its essential responsibilities to both groups. Working closely with individual PIs and Grants Officers on the campuses, RFCUNY oversees employment, accounting, audit, reporting, purchasing, and special responsibilities that include management of a planned giving program; liaison with governmental agencies and foundations; negotiation of agreements; facility construction and renovation; protection and commercialization of intellectual property; and compliance with applicable standards in research involving human subjects, animal care, environmental and radiological safety, and conflicts of interest.