Job Title: Executive Assistant

　　PVN ID: JJ-2401-006058

　　Category: Clerical/Office Services

　　Location: JOHN JAY COLLEGE OF CRIMINAL JUSTICE

　　Job Description

　　General Description

　　The John Jay College Institute for Justice and Opportunity’s seeks an organized, and professional Executive Assistant to offer critical administrative support to the newly appointed Executive Director. The Executive Assistant must thrive in a fast-paced environment that is driven by mission, results, and commitment to community stakeholders, such as students, funders and other staff members.

　　The Executive Assistant provides strong administrative, digital and proactive support. Additionally, they will be required to meet deadlines and operate with a keen sense of balancing shifting priorities. They support a variety of day-to-day operations, including scheduling meetings, and taking notes, assisting with programmatic needs, tracking metrics, and handling office management including budget reconciliation and reporting. The work involves extensive communication and coordination among many departments and requires the flexibility to undertake projects and the skill to communicate effectively with project stakeholders, management, and other relevant parties.

　　ABOUT THE INSTITUTE:

　　As a champion of institutional, structural, and personal transformation, the John Jay College Institute for Justice and Opportunity (The Institute) opens doors and eliminates barriers to success for people who have been involved in the criminal legal system. The Institute is one of twelve research entities that collectively comprise the Research Consortium of the John Jay College of Criminal Justice. The Institute has a diverse portfolio of projects that focus on identifying what it takes for people to live successfully in the community after justice involvement and on increasing the effectiveness of the professionals and systems working with them. Recognizing the transformational power of education, the Institute focuses much of its work on increasing access to higher education for people with criminal histories. The Institute’s comprehensive and strategic approach includes direct service, research, and technical assistance.

　　To learn more please visit our website: https://justiceandopportunity.org/

　　Other Duties

　　Provide administrative assistance, such as writing and editing correspondence, memos and other communications.

　　Welcome visitors and identifying the purpose of their visit before directing them to the appropriate office.

　　Manage the calendars for the Executive Director using Outlook.

　　Schedule and prepare rooms of internal team meetings and meetings with external stakeholders.

　　Ability to develop, proofread and/or copy agendas, presentations, and other materials for key meetings. In addition to ensuring they are sent out to participants in advance of the meeting.

　　Ability to take notes during meetings, if requested.

　　Assist in the compilation of reports for funders, RFPs and other stakeholders.

　　Coordinate and communicate frequently to Directors, Executive leadership, Staff, and all other departments as necessary

　　Reply to routine telephone, email, and mail correspondence

　　Plan event logistics for graduations, parties, information sessions, staff trainings, and workshops

　　Liaise with facility operations, including custodial, catering, and security services.

　　Submit work orders for office-related operations, and order and organize office supplies

　　Organize physical and digital records

　　Complete daily administrative tasks and additional responsibilities as assigned.

　　Qualifications

　　Interest in the administration and initiatives in service of community development and social justice

　　Impeccable attention to detail and ability to follow procedures accurately

　　Strong written and oral communication skills

　　Skill in working collaboratively with diverse stakeholders

　　High degree of professionalism and reliability, a willingness to learn, and a demonstrated history of taking initiative

　　Ability to balance multiple tasks and projects and assist the supported positions in maintaining their priorities, as well as diplomatic acumen

　　Excellent computer skills, especially Microsoft Office (Outlook, Word, Excel, and PowerPoint), Google Suite, Canva and CRM databases

　　Aptitude for maintaining and creating systems, as well as strong data organization and analytical abilities

　　Excellent note-taking skills; experience with taking minutes a plus

　　Ability to work independently, seek out needed information in order to complete assignments, and prioritize tasks at hand

　　Proactive, professional demeanor.

　　Candidates with lived experience are strongly encouraged to apply. Please send cover letter and resume.

　　At the Institute, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. The Institute believes that diversity and inclusion among our teammates is critical to our success, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.

　　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 Institute for Justice and Opportunity

　　Status Full Time

　　Annual Salary Range $50,000.00 - $52,000.00

　　Closing Date Mar 05, 2024 (Or Until Filled)

　　Bargaining Unit No

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