Office Assistant

Job description

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY). The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries. We are pleased that you are interested in exploring opportunities to join RFCUNY. Primary Location: LEHMAN COLLEGE Bargaining Unit: No The Bronx Small Business Development Center (SBDC) is seeking a highly organized, customer-focused, and tech-savvy Office Assistant to support the daily operations of the center while contributing to an engaging and professional client experience. This position is ideal for a motivated current or recently graduated college student interested in business operations, administration, marketing, entrepreneurship, technology, and community engagement. The Office Assistant serves as the first point of contact for clients, partners, and visitors while providing administrative, operational, marketing, and technology support to the Bronx SBDC team. This position offers hands-on professional experience in a dynamic small business environment and is designed to support a candidate’s career development. Continued employment is contingent upon successful completion of a bachelor’s degree program within an agreed-upon timeframe. Hybrid administrative and client-facing office environment that may require occasional evening or weekend support for events and workshops. Position Summary: Under the supervision of the Regional Director and/or Assistant Director, the Office Assistant provides administrative, clerical, customer service, marketing, training, and operational support for the Bronx SBDC. The role supports office workflow, scheduling, communications, event coordination, client intake, data management, marketing activities, and technology-based administrative functions. The Office Assistant plays a critical role in ensuring efficient office operations while helping enhance client engagement, outreach, and organizational visibility. We are looking for a candidate who is highly organized, detail-oriented, and possesses excellent time management skills and can work independently. The candidate must possess the ability to adapt to a dynamic business landscape and work collaboratively with team members, other campus departments, partners, and stakeholders. If you are passionate about supporting small businesses, we encourage you to apply for this exciting opportunity to make a difference in the Bronx community. Join us in our mission to empower entrepreneurs and drive economic growth. Core Functional Areas: Office Assistant will report directly to the Bronx SBDC Regional Center Director and fulfill deliverables in-person and online, including but not limited to: Coordinate daily administrative and clerical functions to support efficient office operations. Manage front desk reception, incoming calls, emails, and visitor inquiries professionally and courteously. Serve as the first point of contact for clients, students, community partners, and visitors. Schedule meetings, appointments, workshops, and events. Prepare correspondence, reports, forms, presentations, and office documents. Coordinate office mail, deliveries, inventory, supplies, and equipment. Assist with client intake, registration, appointment scheduling, and follow-up communications and direct clients to appropriate staff or resources. Maintain confidentiality of sensitive client and organizational information. Respond to routine inquiries and assist with resolving client concerns professionally and efficiently. Utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) to support administrative operations. Assist with CRM systems, electronic recordkeeping, scheduling software, and web-based reporting systems, along with organized paper and electronic filing systems, records, and archives. Use AI-powered tools and digital platforms to improve workflow efficiency, communication, and content creation. Support virtual and hybrid meetings, webinars, and online event platforms (Zoom, Teams, etc.). Support marketing and outreach initiatives through social media, email campaigns, newsletters, and promotional materials. Assist with content creation for workshops, events, and community engagement efforts. Help maintain the center’s online presence and digital communications. Support outreach efforts to students, entrepreneurs, and community stakeholders. Assist with event planning, workshop logistics, registration, and participant communications. Assist with tracking client engagement, workshop attendance, and office metrics. Prepare routine reports, spreadsheets, and summaries as requested. Support compliance with organizational procedures, confidentiality standards, and reporting requirements. Collaborate with SBDC staff on projects, events, and operational initiatives. Assist with onboarding and coordination of interns or student workers when applicable. Participate in staff meetings, training sessions, and professional development opportunities. Perform additional duties as assigned to support the mission and operations of the Bronx SBDC. Key Job Responsibilities: Greet clients and visitors professionally and maintain a welcoming office environment. Manage multi-line phones, calendars, appointments, and email communications. Create and edit business documents, spreadsheets, presentations, and marketing materials. Assist with workshop registrations, event coordination, and participant tracking. Monitor office inventory and coordinate supply ordering. Maintain accurate electronic and physical filing systems. Support social media updates and digital outreach efforts. Assist with data entry and reporting in CRM systems such as NeoSerra. Utilize AI and technology tools to streamline office operations and communication. Perform additional administrative and operational duties as assigned. Assist with special projects and strategic initiatives. Support office modernization and process improvement efforts. Participate in outreach campaigns and student engagement initiatives. Perform additional duties as assigned to support the mission and operations of the Bronx SBDC. Core Competencies Candidates should possess these basic competencies: Excellent verbal and written communication skills. Ability to develop, nurture, and manage good working relationships with partners, stakeholders, clients, host and center staffing. Knowledge and familiarity with a wide range of software applications, not limited to AI, CRM systems, social media platforms, proficiency in Microsoft Office applications, and digital communication tools. Effective time management and problem resolution skills. Maintain scheduling and event calendars. Ability to prepare reports, professionalism, and confidentiality. Attention to detail and organization while managing deadlines. Ability to manage multiple priorities, schedules, and deadlines. Ability to assist with social media content, outreach initiatives, and event promotion. Creative thinking and willingness to support innovative engagement strategies. Ability to work independently and collaboratively in a team environment. Ability to maintain confidentiality and professionalism. Positive attitude, adaptability, and willingness to learn. Required Qualifications Current Lehman undergraduate student or recent graduate pursuing/completing a Bachelor’s degree in Business, Marketing, Communications, Administration, Technology, or related field. Continued employment contingent upon successful completion of Bachelor’s degree requirements within an agreed-upon timeframe. Strong interest in entrepreneurship, business operations, customer service, or community engagement. Basic proficiency in Microsoft Office Suite and digital communication platforms. Preferred Qualifications Prior office, administrative, customer service, or internship experience preferred. Experience with social media, marketing, or event coordination. Familiarity with AI tools, CRM systems, or digital platforms. Pay Range: $35,000 - $43,000 RFCUNY Benefits RFCUNY Employee Benefits and Accruals 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.