Temporary Office Assistant, CER

The Fashion Institute of Technology (FIT), an internationally renowned college of art and design, business and technology, of the State University of New York, invites applications for a Temporary Office Assistant in the Communications and External Relations department.

JOB DESCRIPTION:

The Communications and External Relations (CER) Temporary Office Assistant will serve as the office receptionist and assistant, reporting to Special Assistant to the Vice President. The Temporary Office Assistant will be the first point of contact for the office of CER and is responsible for greeting all visitors; answering the telephones, screening and directing calls to the appropriate parties; maintaining a pleasant, orderly, and clean reception area; and will provide a variety of administrative and clerical duties requiring the exercise of discretion and affability.

Essential Functions:

• Greet visitors in a friendly, welcoming and professional manner and direct them to their proper destination.
• Receive incoming calls; route, take, and relay messages/inquiries promptly and correctly to proper staff person or voicemail; politely provide requested information.
• Maintain a professional office environment by ensuring reception area, printer, and copy areas and equipment neat, orderly and well stocked according to prescribed schedule, and ensure recycle bins and trash receptacles are emptied.
• Coordinate meetings and maintain calendars as required, including preparation of agendas, materials, requisite follow-up and follow-through of action items and logistical arrangements.
• Create/populate/maintain Microsoft Office documents, proofread documents, and track information for document preparation, reports, analyses, budgets, etc.
• Assist with processing and tracking vendor payments as well as expense reports by utilizing the College's internal account system, Finance Enterprise, including collection and compilation of receipts and vouchers.
• Consistently communicate with colleagues and keep supervisor and others apprised of ongoing work, status of projects, and completion of tasks on a timely manner.
• Distribute and route print and electronic office mail/correspondence/materials upon receipt and follow up/through as needed; coordinate and expedite outgoing mail (i.e.,messenger, FedEx, etc.).
• Copy, fax, scan and hand-deliver documents.
• Check the mainline voice mailbox for messages throughout the day and set up away messages when the office is closed.
• Order office supplies; maintain, organize and keep up-to-date list of supplies and publications inventory.
• Coordinate the servicing of office equipment and reporting routine maintenance issues to appropriate campus department as needed when problems occur by creating a work order and monitoring the order until completion.
• Maintain the meeting room schedule and CER vacation calendar.
• Maintain periodical subscriptions, including Burrelle's, etc.
• Distribute CER status reports.
• Assist with preparation of events and additional support to divisional staff, as needed.
• Perform other duties within the division as assigned.

The preceding description is not designed to be a complete list of all duties and responsibilities required of the position; other duties may be assigned consistent with the classification of the position.

REQUIREMENTS:

Minimum Qualifications:

• Associate's degree required.
• Minimum of three years of appropriate business related experience.

Knowledge, Skills and Abilities:

• Excellent communication, proofreading and organizational skills with the ability to adapt quickly in an extremely busy and demanding office.
• Dependability, timeliness, and ability to follow instructions and follow up on all assignments and responsibilities.
• Professional, effective and efficient customer service assistance to students, faculty, college personnel, and the general public in person, on the phone, and electronically.
• Professional appearance and demeanor.
• Demonstrated initiative and a willingness to work cooperatively within team environment.
• Proficient knowledge of MS Office suite and Google applications.
• Reliably adhere to schedule.

Preferred Qualifications:

• Bachelor's degree preferred.
• Five years of appropriate business related experience.

MENTAL REQUIREMENTS

Read Comprehend- Constant; Perform Calculations- Occasional; Communicate Orally- Constant; Reason & Analyze- Constant; Write- Constant

WORKING ENVIRONMENT

The position is on campus, primarily in an office environment.

PHYSICAL REQUIREMENTS

Sit- Constant; Stand- Frequent; Bend- Frequent; Walk- Frequent; Climb- N/A; Pull- Occasional; Push- Occasional; Lift<10- Occasional; Lift 10-20- Occasional; Lift over 50- N/A; Reach- Frequent

ADDITIONAL INFORMATION:

Days/Hours: M-F, 9am-5pm, in person; work schedule subject to change based on needs of the department.
Salary Schedule 90
Hiring Salary (Prorated): $47,493 per year

Review of applications will begin immediately until the position is filled.

This posting is for one (1) temporary position that is expected to last through or around September 30, 2022 depending on date of hire.

Successful completion of a background check is required for appointment to this position once an offer has been made.

APPLICATION INSTRUCTIONS:

In order to be considered for this position, you must apply online and attach the following documents; http://fitnyc.interviewexchange.com:

• Resume
• Cover letter
• A list of three references with telephone numbers and email addresses

Returning Applicants- Login to your FITNYC Careers Account to check your completed application.

Please note that due to the high volume of applications we receive, we are unable to contact each applicant individually regarding his or her application status.

For more information about FIT, please visit FIT's website at: http://www.fitnyc.edu.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

EEO/ Affirmative Action Statement

FIT is firmly committed to creating an environment that will attract and retain people of diverse racial and cultural backgrounds. By providing a learning and working environment that encourages, utilizes, respects, and appreciates the full expression of every individual's ability, the FIT community fosters its mission and grows because of its rich, pluralistic experience. FIT is committed to prohibiting discrimination, whether based on race, color, national origin, sex, gender, gender identity, religion, ethnic background, age, disability, marital status, sexual orientation, military service status, genetic information, pregnancy, familial status, citizenship status (except as required to comply with law), or any other criterion prohibited by applicable federal, state, or local laws. FIT is committed to providing equal opportunity in employment, including the opportunity for upward mobility for all qualified individuals.  Applications from minorities, women, veterans, and persons with disabilities are encouraged.  Inquiries regarding FIT's non-discrimination policies may be directed to the Affirmative Action Officer/Title IX Coordinator, 212.217.3360, titleix@fitnyc.edu.

The Fashion Institute of Technology is an Equal Opportunity/Affirmative Action Employer and is strongly and actively committed to diversity within the community.