CUNY Administrative Assistant, President's Office

CUNY Administrative Assistant

This position has responsibility for the operation of a major administrative college activity, or difficult administrative and secretarial work in an office with college-wide responsibilities, or in an unusually complex academic department. May perform duties described under the lower title, CUNY Office Assistant (04802). Persons in this position are accountable for rendering quality services in a respectful, courteous and professional manner. In the university's multicultural environment, incumbents provide consistent assistance to everyone. A CUNY Administrative Assistant position will be assigned to either Level 1 or Level 2. A position assigned to Level 1, with wide latitude for the exercise of independent initiative and judgment, performs office or secretarial work in various units, following relevant departmental, college, and university procedures. A position assigned to Level 2, with wide latitude for the exercise of independent initiative and judgment, performs very complex administrative or supervisory work; may work with other college units to complete significant administrative functions (e.g., payroll, facilities, personnel, budget, records, security, etc.). This position is in CUNY's Classified Civil Service. The full specification is available on our web site.

Reporting to the Executive Chief of Staff to the President, or their designee, the CUNY Administrative Assistant performs a variety of comprehensive confidential and time-sensitive analytical and administrative duties and assignments for the effective functioning of the division. In addition to the general duties, other key duties include, but will not be limited to the following :

• Supports the daily operations of the Presidents Office by coordinating administrative tasks, promoting organizational efficiency, and maintaining confidentiality in all activities.
• Provides front desk and receptionist support, including scheduling appointments, updating calendars, and directing students, faculty, staff, and visitors to appropriate offices or personnel.
• Drafts executive communication, proofreads and prints materials such as letters, memoranda, forms, purchase orders and vouchers.
• Coordinates the collection, retention and distribution of time-sensitive information and documents.
• Establishes and maintains departmental filing systems, including confidential records when required.
• Assists in planning various special events (e.g., conferences, room reservations, travel arrangements, catering services, and notifying relevant departments or units).
• Receive and distribute mail for the unit, department, or college to the appropriate recipients; may sort mail according to provided instructions.
• May serve as assistant to an executive or to a small group of professional, managerial, or technical personnel.

Minimum qualifications include proof of meeting qualification requirements 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. Permanent status as a CUNY Office Assistant at Assignment Level 1 (Pay Level 3) or Assignment Level 2 (Pay Level 4). Candidates who meet the above requirements must also meet requirements 2 and 4 after the close of the filing period. Candidates must take and pass a job-related Civil Service Examination that measures critical competencies for the position. Candidates must undergo a background check, including a fingerprint screening and a verification of their education and work history. Candidates must demonstrate technical competence in using job-related software (e.g., word processing or other).

Preferred qualifications include strong active listening and communication skills, including the ability to effectively convey information and interpret others reactions. Ability to follow both oral and written instructions accurately. High level of stress tolerance and self-motivation. Strong attention to detail and commitment to accuracy in performing job duties. Proficiency in Microsoft Office Suite (e.g., Outlook, Word, Excel, PowerPoint, Teams).

Compensation and benefits vary based on job title and classification. CUNY offers a comprehensive benefits package to employees and eligible dependents. 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.

To apply for this position, submit a cover letter and resume online via CUNY's web-based job system. Current CUNY employees must apply through CUNYfirst Employee Self Service using your login credentials. The closing date for applications is November 26, 2025.