Administrative Support Specialist (Nbccoc)

Administrative Support Specialist (NBCCOC)

About The State University of New York :

The State University of New York is the largest comprehensive system of higher education in the United States, and more than 95 percent of all New Yorkers live within 30 miles of any one of SUNY's 64 colleges and universities. Across the system, SUNY has four academic health centers, five hospitals, four medical schools, two dental schools, a law school, the state's only college of optometry, and manages one US Department of Energy National Laboratory. In total, SUNY serves about 1.4 million students amongst its entire portfolio of credit- and non-credit-bearing courses and programs, continuing education, and community outreach programs. SUNY oversees nearly a quarter of academic research in New York. Research expenditures system-wide are nearly $1.1 billion in fiscal year 2022, including significant contributions from students and faculty. There are more than three million SUNY alumni worldwide, and one in three New Yorkers with a college degree is a SUNY alum. To learn more about how SUNY creates opportunities, visit www.suny.edu.

Job Description:

Position Summary:

Administrative supportive services are an integral part of the overall operation of the SUNY North Bronx Career Counseling & Outreach Center's (NBCCOC) mission, goals, and objectives. The Administrative Support Specialist performs all crucial Administrative Support services which includes intake, screening, follow-up for applicants as well as reviewing/validating financial income documents and academic guideline requirements for program eligibility. They will be responsible for the timely data entry of student applications into the Banner system to reflect the Center's progress towards meeting annual target goals.

Responsibilities:

• Responsible for Center Administrative Support: answering/screening phone calls and routing/assigning them to the appropriate staff member for follow up, correspondence, reporting, mailings, and document management.
• Assist with student applicant data collection for NBCCOC program students and the Advanced Technology Training And Information Networking (ATTAIN) Lab participants.
• Responsible for data entry into the Banner system: contact information, demographics, eligibility documentation, programs of interest, test scores, etc.
• Assist with staff calendar appointments and scheduling student TABE Assessment Exam appointments.
• Provide updates regarding all incoming calls from participants/perspective students, external partners during weekly staff meetings.
• Assist with the preparation of promotional materials for Center onsite/virtual workshops and events for outreach and recruitment efforts.
• Provide support to staff during Center open houses and orientation sessions as well as College Connections Initiative (CCI) activities and workshops.
• Track and monitor leave requests for NBCCOC professional staff and faculty for Director approval.
• Participate in all professional development trainings sponsored by UCAWD, ATTAIN, and other entities.
• Maintain office and program supply inventory and perform routine evaluations of office equipment.
• Assist with document management of marketing brochures, official forms, student/participant files and other documents.
• Prepare all written reports/correspondences and update program forms used in the operation of the Center.
• Assist in purchase requisitions for office supplies and items for Center events in coordination with UCAWD staff.
• Perform other duties and tasks as assigned by the Director.

Requirements:

Required Qualifications:

• Associates Degree in related field or equivalent combination of education and experience.
• 1-3 years of relevant experience in Administrative Support.
• Experience working with multi-cultural/underserved population.
• Demonstrated ability to build working relationships with internal staff and external community-based organizations.
• Strong writing and verbal communication skills, organization, presentation, leadership, time management skills are necessary.
• Proficiency in Microsoft Office Suite, virtual tools (Zoom, Teams, etc.)
• Availability to work in-person 37.5 hours per week from Monday through Friday between the hours of 8 a.m. and 5 p.m.

Preferred Qualifications:

• Bilingual in English and Spanish a plus.
• Experience with social media platforms (LinkedIn, Instagram, Facebook, etc.)
• Experience working in an educational institution, community-based organization, or workforce development program.
• Proficient in website management and content updates.

Additional Information:

• Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $45,000-$54,000.
• This position is SL-2 and is part of the United University Professions Union.
• Excellent Benefit Package which includes: NYS health insurance, free dental and vision coverage, competitive retirement options, tuition assistance, parental leave at full pay, and generous vacation, sick, and holiday time. Generous amount of time off: 13 days of paid holidays per year; 15 days of vacation and 15 days of sick time accrued for the first year of employment. Then increases thereafter. Please see our UUP benefits summary for additional information.
• This position will be based in North Bronx (North Bronx Career Counseling and Outreach Center - NBCCOC)
• Applicants must be currently authorized to work in the United States on a full-time basis.

Application Instructions:

Interested candidates are invited to apply online at http://sunysystem.interviewexchange.com/jobofferdetails.jsp?JOBID=175165. Please submit a cover letter, resume and four professional references when applying. The review of applications will begin immediately and continue until the position is filled.

State University of New York System Administration is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or retaliation.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at [email protected].