Job Information
Research Foundation CUNY Administrative Assistant in New York City, New York
Job Title: Administrative Assistant
PVN ID: VU-2409-006438
Category: Clerical/Office Services
Location: OFFICE OF SR VC FOR UNIVERSITY RELATIONS
Job Description
General Description
CUNY Citizenship Now! the largest university-based legal assistance program in the nation, provides free and confidential immigration law services. Our model of legal services brings immigration assistance to New York City’s neighborhoods and is rooted in the belief that immigrants should be empowered to advocate on their own behalf – a model of legal services called pro se – “on behalf of themselves.”
As part of our commitment to addressing the needs of New York City's immigrant community, CN! has recently expanded its services to focus on asylum seekers. In collaboration with the City of New York, we provide specialized assistance to those seeking asylum, Temporary Protected Status (TPS), and Employment Authorization Documents (EADs).
Position Summary
The Administrative Assistant supports the Contact Center by performing essential daily tasks such as handling phone calls, scheduling appointments, data entry, and filing, specifically for the CN/MOIA Asylum program. Under the supervision of the Contact Center Supervisor, this role is responsible for maintaining the unit’s efficiency, tracking daily activities, and ensuring that applicants receive all necessary information prior to their appointments. He/she performs administrative and clerical duties to ensure the efficiency of the center and is responsible for the tracking and monitoring of all applicant case files.
Other Duties
Answer incoming calls and direct them to the appropriate Department and/or Staff.
Enter and update information in Salesforce, ensuring accuracy and completeness.
Maintain an up-to-date list of organizations that provide immigration and asylum support services.
Check and return messages daily, documenting them for other staff as needed.
Send confirmation emails to applicants and provide checklists of necessary documents for asylum applications.
Plan and schedule applicant appointments and follow-up visits, ensuring effective communication and coordination.
Organize and maintain applicants' paper and electronic files.
Ensure that applicants receive the Participant Registration Form and Declaration of Understanding and both forms are completed before consulting the attorney or paralegal staff.
Maintain shared appointment calendar for the attorney and paralegal staff.
Check messages daily and return calls - document messages for other staff.
Monitor and request office supplies and equipment.
Greet applicants and screen the applicants to be seen by the paralegals and attorneys.
Perform other duties as required by the supervising staff.
Collaborate with applicants to gather necessary documentation, including identity and civil documents.
Provide information and guidance to asylum seekers, referring complex cases to the Staff Attorney as needed
Qualifications
Passion for immigration
Knowledge of Asylum work
Associate’s degree and 2 years’ experience in an administrative or clerical
Bilingual (Haitian Creole Preferred)
Demonstrated ability to multitask and to work independently with minimal
Excellent presentation and strong relationship or “people”
A pleasant phone manner and professional attitude towards applicants and staff
Strong written and oral communication
Detail-oriented and accurate
Proven organizational and problem-solving
Proficient using all Microsoft Office applications including Word, Excel, Outlook, Access, SharePoint, and Google Drive
Must be able to operate multi-line telephone, fax, copier, and other office equipment
Ability to work in a diverse and multi-cultural environment
Willing to work on Saturdays if necessary
RFCUNY Benefits RFCUNY Employee Benefits and Accruals
About the Research Foundation
The Research Foundation of The City University of New York (RFCUNY) was established as a not-for-profit educational corporation chartered by the State of New York in 1963. RFCUNY supports CUNY faculty and staff in identifying and obtaining external support (pre-award) from government and private sponsors and is responsible for the administration of all such funded programs (post-award).
RFCUNY stands between CUNY’s principal investigators (PIs) and the sponsors who support them and strives to fulfill its essential responsibilities to both groups. Working closely with individual PIs and Grants Officers on the campuses, RFCUNY oversees employment, accounting, audit, reporting, purchasing, and special responsibilities that include management of a planned giving program; liaison with governmental agencies and foundations; negotiation of agreements; facility construction and renovation; protection and commercialization of intellectual property; and compliance with applicable standards in research involving human subjects, animal care, environmental and radiological safety, and conflicts of interest.
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 Cuny Citizenship Now!
Status Full Time
Annual Salary Range $30,940.00 - $34,580.00
Closing Date Nov 05, 2024 (Or Until Filled)
Bargaining Unit No
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