CUNY Office Assistant, Level 1 (Provisional) - Admissions

About the Role

Under supervision, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. The role includes duties at Assignment Levels 1, 2, 3, and 4, with increasing complexity and responsibility.

Responsibilities

• Documentation and Information
  • Types and prints materials such as letters, memoranda, forms, purchase orders, and vouchers using typewriters, word processors, personal computers, and peripheral equipment.
  • Proofreads typed material for accuracy and corrects errors as necessary.
  • Uses commercial office software packages for typing, data entry, filing, updating files, and preparing reports.
  • Collects information or data from various sources; files and retrieves books, documents, and/or data as needed.
  • Updates existing files and creates filing systems.
  • Maintains departmental records, including confidential records when instructed.
  • Retrieves and formats computerized data.
  • Takes dictation and transcribes notes (written or recorded) with proper training.
  • Prepares and proposes various forms, such as financial aid applications, personnel papers, and other college forms.
• Communications and Customer Service
  • Provides information to faculty, students, employees, and the general public as directed.
  • Responds to routine inquiries regarding departmental affairs.
  • Answers telephone calls, screens incoming calls, and maintains up-to-date mailing and telephone directories.
  • Provides receptionist services, sets up appointments, keeps calendars, and refers individuals to proper areas or persons.
  • Furnishes information on department rules and regulations when authorized.
  • Assists with arrangements for special events, including conferences, room reservations, travel, catering, and coordination with relevant departments.
  • Interviews and supervises College Assistants, College Work Study Students, Student Aides, Summer Interns, and Volunteers.
  • Assists in training new employees in office duties and use of office machines.
  • Communicates with other academic or administrative departments or outside agencies to expedite work processing.
• Transaction Processing
  • Prepares routine reports, including drafts, using information from various sources.
  • 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 maintains 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, and prepares deposit records and refund authorizations.
  • Makes routine petty cash purchases and disbursements, maintaining petty cash accounts and records.
  • Receives and distributes mail for the unit/department/college; sorts mail as instructed.
  • Prepares department/unit/college mailings, arranging special mail services when authorized.
  • Duplicates, collates, and distributes materials; coordinates with printing department and mailroom personnel.
  • Assists in preparing and distributing recruitment documents.
  • Assists in registration activities, including processing drop/add and over-tally requests for course registration when authorized.
• Additional Duties (Assignment Level 4)
  • Performs moderately complex office or secretarial work with significant expertise and masterly performance.
  • May serve as secretary to an executive or small group of professional, managerial, or technical personnel.
  • Organizes, supervises, and coordinates the workload of a moderately complex office, including supervising 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.
  • Makes improvements to department forms with approval.
  • Develops record-keeping systems.
  • Trains office employees and others in routine office duties, rules, procedures, and related matters.
• Admissions-Specific Duties
  • Coordinates the application process via CUNYfirst, including data entry of new admissions applications.
  • Updates data in CUNYfirst and assists in maintaining freshman and transfer student files.
  • Serves as a resource to students at workshops, advisement, registration, and at the welcome desk in Admissions.
• Other Duties
  • Performs routine upkeep of office machines (e.g., photocopier, typewriter, computer terminals, printers, fax machines).
  • May serve on committees when authorized.

Requirements

• 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: Ability to speak, read, write, and comprehend the English language (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. Part-time experience of fewer than 20 hours per week will not be credited.

Qualifications

• Customer service experience.
• Experience working in a higher education setting.
• Accuracy, attention to detail, and ability to function well under pressure.
• Experience with CUNYfirst, Schedule Builder, DegreeWorks, and other related CUNY systems.
• Experience working with diverse populations in a fast-paced environment.
• Excellent computer skills, including proficiency in Microsoft Office (Word, Excel).
• Strong written and verbal communication skills.

About the College

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 over 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%), 58% are women, and 27% 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 in studies by Stanford University (2017) and the Brookings Institution (2020).

Pay

New Hire: $36,700* (reflects a 13% salary suppression in effect for the first 24 months of employment only).

Incumbent: $41,472.

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.