Administrative Assistant

Role Overview

• Manage administrative paperwork and approvals related to the Research Foundation of CUNY and CUNY School of Law processes
• Prepare and track reimbursements, purchase requests, and internal documentation
• Draft, process, and monitor independent contractor agreements using established templates
• Ensure required forms and agreements are completed, submitted, and tracked accurately
• Maintain organized administrative records and shared files
• Track deadlines and follow up with internal and external stakeholders to ensure the timely completion of tasks
• Assist with time and leave tracking and submission for CLEAR staff
• Help verify payroll-related documentation and internal financial calculations
• Support transfer of funds and related administrative coordination with the Research Foundation of CUNY
• Maintain logs and spreadsheets to track expenses and administrative activity
• Serve as an administrative liaison with CUNY business and finance offices
• Conduct weekly quality control checks on case intake records and internal data entry
• Ensure intakes and other program data are logged accurately and consistently
• Maintain contact lists, databases, and shared drives
• Provide basic reporting and administrative data support as needed
• Assist with drafting routine correspondence and internal communications (Nice to Have)
• Support scheduling, calendar coordination, and meeting logistics (Nice to Have)
• Provide occasional assistance with Mailchimp or external communications (Nice to Have)
• Help coordinate travel planning and meeting arrangements as needed (Nice to Have)

Requirements

• Minimum 2+ years of administrative or office support experience
• Experience working in a university, legal, nonprofit, government, or similarly structured environment
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and competing priorities
• Proficiency with Microsoft Office
• Basic to intermediate Excel skills (comfort with formulas and tracking spreadsheets)
• Strong written and verbal communication skills
• Ability to handle sensitive information with discretion
• Experience with financial paperwork, reimbursements, or contract processing (Preferred)
• Familiarity with higher education or large institutional systems (Preferred)
• Experience supporting compliance-related workflows (Preferred)
• Interest in civil rights, social justice, or public interest work (Preferred)

Benefits

• Medical, dental, and vision insurance
• Retirement plan options
• Paid time off in accordance with RF-CUNY policies
• Additional benefits as determined by RF-CUNY