Administrative Assistant I for CSTEP
TYPE OF POSITION/EMPLOYMENT CATEGORY: Part-Time, Staff (Grant-Funded)
DEPARTMENT: CSTEP
SCHEDULE: Monday - Friday (5.5 Hours/Day - Exact schedule TBD)
- Occasional evening, holiday, or weekend work required: Events or state trainings/conferences.
REMOTE WORK ELIGIBILITY: No
HOURS/WEEK and MONTHS/YEAR: 28 hours/week and 52 weeks/year
LOCATION: Molloy University Main Campus 1000 Hempstead Ave, Rockville Center NY 11571
- Occasional travel required: Some events are held in the evenings; annual training 2 days Amsterdam, NY & CSTEP administrator's conference, 2-3 days, Albany, NY. Monthly regional meetings may be in person off-campus or virtual for one hour.
ANNUAL SALARY: Molloy utilizes a salary calculation tool that is designed to treat all University employees fairly and maintain internal equity with-in our compensation structure. Salary for individual incumbents is determined by skills and knowledge, position relevant experience, and equity within the University.
FLSA STATUS: Non-Exempt, Hourly
GENERAL PURPOSE
The CSTEP administrative assistant is responsible for assisting in the recruitment, enrollment and retention of eligible students and the implementation of the day-to-day activities of the Collegiate Science and Technology Entry Program (CSTEP) in consultation with the CSTEP project coordinator and campus departments. Responsibilities include maintaining the events calendar and assisting with logistical details leading to the smooth execution of workshops, meetings, conference participation, and other commitments. Keeping financial records related to office administration, including processing purchase orders, purchasing supplies and equipment, responding to invoice and reimbursement inquiries and student stipends. Aiding in preparation of New York State Education Department funder narrative and financial reports.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Project Implementation: Assisting in the recruitment, enrollment, and retention of eligible students. Coordinates day-to-day administrative/program activities based on the CSTEP project coordinator's guidance and project goals. Maintains detailed up-to-date event/activity calendar; prepares the CSTEP coordinator for daily activity alerts to upcoming important meetings and commitments; tracks correspondence, including email. Responds to verbal and written requests for information. Assists in problem-solving related to students and programming.
- Record Keeping & Reporting: Assists in the gathering, preparation, and dissemination of information relating to the administration and program related functions. Keeps financial records including processing purchase orders, purchasing supplies and equipment, responding to invoice and reimbursement inquiries, in line with project budget. Assists with detailed reports for project administrators, campus presentations, and funder reports.
- Marketing: Creates, edits, and assists with production and distribution of brochures, flyers, and other materials to promote the program.
REQUIRED MINIMUM QUALIFICATIONS
- Some College
- 3-5 years of work-related experience
- Microsoft Office Suite (Excel, Outlook, PowerPoint, Word)
PREFERRED QUALIFICATIONS
- Associate's Degree or higher preferred
- Databases
- Jenzabar Software
EMPLOYEE BENEFITS
- Employee Assistance Program (EAP)
- Tuition Remission - Undergraduate, Graduate, and Doctoral (pro-rated)
- Retirement: TIAA-CREF
- Time Off - Personal, Vacation, Sick, Holidays, Summer Fridays (pro-rated)
RESPONSIBILITY FOR PUBLIC CONTACT
- Daily contact requiring courtesy, discretion, and sound judgment.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet.
The duties listed above are intended only as illustration of various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Molloy University, an independent, Catholic University, rooted in the Dominican tradition of study, spirituality, service and community, is committed to academic excellence with respect for each person. Through transformative education, Molloy promotes a lifelong search for truth and the development of ethical leadership.
All Molloy University employees are expected to display an understanding of and a commitment to the University's mission and core values; foster relationships with a spirit of inclusivity, compassion and respect; appreciate and celebrate differences and support a welcoming and hospitable environment that is responsive and helpful to all members of the Molloy community and beyond.
AN EQUAL OPPORTUNITY EMPLOYER
Women, minorities, persons with disabilities and veterans are encouraged to apply.
Molloy University does not discriminate on the basis of an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, or military status; in its administration of educational policies, programs or activities; its admissions policies; or in employment practices.Molloy University takes its responsibility seriously to establish an environment in which the dignity and worth of all members of the institutional community are respected. In its effort to provide an optimal learning environment the University seeks the appointment of persons who are highly qualified and whose background is appropriate to fill each vacancy. It is University policy to recruit, employ, retain and promote employees without discrimination regarding sex, race, color, creed, religion, age, marital status, sexual orientation, veteran status, national or ethnic origin or physical disability. In selecting for employment, the University is committed to the highest standard of excellence and will select the best qualified candidate. In cases where there are equally qualified candidates for positions, selection will be made from those groups of persons who have been identified by the Federal and State Governments as having been discriminated against in the past.