Careers Job Description
General Description
The Administrative Assistant, a confidential and non-bargaining-unit position within the Foundation’s Office of Legal Affairs, provides administrative support and directly assists the Executive Assistant to Chief Counsel and the Deputy Chief Counsel and, as needed, the Chief Counsel and acts as a back-up to the Executive Assistant in the Executive Assistant’s absence. The Administrative Assistant serves as a liaison between the field and the Office of Legal Affairs, making exemplary customer service skills a necessity. Assists in the preparation of documents for the Office of Legal Affairs; manages document tracking and contract log data; updates legal resources; maintains the legal library.
Other Duties
Reporting to the Executive Assistant to the Chief Counsel, the incumbent:
• Provides administrative support and related assistance to the Office of Legal Affairs and the Deputy Chief Counsel
• Responds to inquiries and resolves routine problems from Foundation personnel, principal investigators, grants officers, and sponsoring agencies
• Answers telephones for the Office of Legal Affairs and the Deputy Chief Counsel, furnishing routine information and taking messages
• Assists with the management of the Legal Affairs intake mailbox, providing routine answers as possible and researching information to provide to senior staff for non-routine questions, as needed
• Assists the Deputy Chief Counsel by sending out contracts and follow-up on contracts
• Maintains accurate management of Legal Affairs data, including information in the document tracking systems and Contract Log
• Maintains the Foundation’s library, including timely purchasing, filing, and updating of legal resources to maximize usefulness to the Legal Affairs staff, and organizing and maintaining the records of the Boards of Directors of the Foundation and its related entities, as well as their committees
• Collects data and prepares reports and summaries under the direction of the Deputy Chief Counsel and Executive Assistant
• Maintains work assignment records
• Create files for incoming contracts and contract amendments, ensuring college approval and submission of all documents and referenced attachments. Request clarification from Grants Officers, as needed. Ensure amendments are accurate based on original agreement. Review Contract Intake form for accuracy and completion.
• Assess urgency of deadlines, working with Grant Officers to request extensions first, and escalating to Executive Assistant and Deputy Chief Counsel, as needed
• Create/manage sponsor portals and departmental logins, troubleshooting to resolve issues
• Assist department staff with locating communication/emails from sponsors, answering questions regarding procedures with specific sponsors
• Performs other duties as assigned
Qualifications
• Baccalaureate degree preferred
• Superior customer service and interpersonal skills
• Two years’ experience in secretarial or administrative capacity in a complex office environment
• Excellent communication skills, both oral and written
• Proficient skill with Microsoft Office (Word, Excel, and Outlook) and advanced knowledge of current business application software
• Superior multi-tasking skills
• Ability to plan and organize work in a time efficient manner.
• Ability to work as a team member.
RFCUNY Benefits
RFCUNY Employee Benefits and AccrualsAbout 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
Key Features
Office of Legal Affairs
Full Time
$47,352.00 - $55,244.00
Aug 24, 2023 (Or Until Filled)