Job Title: Coordinator Queens College Venue Rentals
PVN ID: QC-1801-002289
Category: Clerical/Office Services
Location: QUEENS COLLEGE

Job Description

General Description

RESEARCH FOUNDATION

OF THE CITY UNIVERSTIY OF NEW YORK

CAREER OPPORTUNITY

Queens College

 

Title                                         Senior Administrative Assistant, Queen College Venue Rentals

Location/Department             Office of Queens College Venue Rentals (QCVR) 

FLSA Status                             Nonexempt

Compensation                         $40,000 - $55,000; comprehensive benefits package

Web Site                                 http://www.qc.cuny.edu/venuerentals

Closing Date                           Open until filled

Reporting directly to the Director of the Queens College Office of Venue Rentals, the Venue Rentals Senior Administrative responsibilities will include, but are not limited to:

 

Other Duties

 

GENERAL DUTIES

Manage and coordinate QCVR office

  • Maintain event inquiry data base from multiple sources including phone calls, email and web-based inquiries for new and existing clients for rentals and film shoots.
  • Provide basic facility rental information to Account Managers for rentals
  • Provide information for room availability for rentals and film shoot locations on campus
  • Make follow-up calls to clients when needed
  • Maintain R25 and Outlook data programs for QCVR event Calendar and room reservations regarding all rentals and film locations
  • Send weekly R25 rental/room usage calendar
  • Report financial data on receivables and disbursements from Accounting Office to QCVR
  • Scan and deposit checks to Accounting Office.
  • Generate payment requests- Financial Edge or forms
  • Transfer internal payments to departments and service providers
  • Maintain department financial listing spreadsheet
  • Coordinate with Communications to update and maintain information on Website
  • Maintain and order supplies for QCVR office
  • Check and coordinate rental email requests

 

 

 

Office Assistance for Director

  • Coordinate office operations for scheduling meetings, communications, and financial reports
  • Schedule appointments for Director and maintain work calendar
  • Assist director when needed with film shoots and rentals
  • Coordinate contract information for Film shoots
  • Attend film Tech scouts with director and assist with some location scouts
  • Check and review clients Certificate of Insurance
  • Prepare invoice for film shoot contract
  • Assist in coordinating film shoot agreement
  • Assist director with logistics for film shoots
  • Prepare internal logistics schedule/timeline for film shoots for college service providers
  • Submit all work orders for film shoots

 

Office Assistance for Account Managers

  • Work with Senior Account Manager to coordinate  Meetings
  • Coordinate all vendor table rentals
  • Keep data file on all room pricing and service rates
  • Gather and collect all rental contracts and agreements from Account Managers for final processing and submit to Director and Queens College designee for signatures.
  •  Input all account managers information into a centralized data base and coordinate with Senior account manager
  • Account manager for some smaller rentals

 

 

Qualifications

 

QUALIFICATION REQUIRMENTS

  • A High School Diploma or its equivalent (an acceptable equivalent would be a GED) and five (5) years of work experience in the required fields for the specific work area or a closely related equivalent field; OR
  • Successful completion of one (1) year of college (or 30 college credits in a matriculated course of study) and four (4) years of work experience in the required fields; OR
  • An Associate’s Degree from an accredited college and three (3) years of work experience in the required fields; OR
  • A Bachelor’s Degree from and accredited college and one (1) year of work experience in the required fields; AND
  • Demonstration of the specific competencies required at the time of hire

 

CORE COMPENTENCIES

 

  • Ability to handle multiple tasks and meet deadlines in a fast paced, changing environment
  • Ability to communicate effectively with diverse clients and staff and successfully collaborate across multiple constituencies
  • Ability to handle complaints, resolve conflicts, and refer issues appropriately
  • Possess excellent oral written communication skills and problem solving, organizational and time management abilities
  • Proficient in the use of major software programs supporting office operations such as Microsoft-based applications
  • Willingness to improve professional skills and learn new technology. Familiar with, web-based HTML applications such as Microsoft SharePoint, and event management and/or facility reservation and scheduling software such as Resource 25 or EMS
  • Creative, enthusiastic and energetic with a sense of humor
  • Ability to occasionally work earlier day, later nights and weekends as needed

 

 

An AA/EO.ADA Employer

(Affirmative Action/Equal Opportunity Employer/Americans with Disabilities Act)

RFCUNY Benefits

RFCUNY Employee Benefits and Accruals

About the Research Foundation

The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.

RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.

Equal Employment Opportunity Statement

The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.

Key Features

Department
Status
Full Time
Annual Salary Range
$40,000.00 - $55,000.00
Closing Date
Mar 08, 2018 (Or Until Filled)
Bargaining Unit
No

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