CUNY Administrative Assistant, Level 1A (Temporary)

Job description

This position has responsibility for the operation of a major administrative College activity, or difficult administrative and secretarial work in an office with College-wide responsibilities, or in an unusually complex academic department. May perform duties described under the lower title, CUNY Office Assistant (04802). Persons in this position are accountable for rendering quality services in a respectful, courteous and professional manner. In the University's multicultural environment, incumbents provide consistent assistance to everyone.

A CUNY Administrative Assistant position will be assigned to either Level 1 or Level 2. A position assigned to Level 1, with wide latitude for the exercise of independent initiative and judgment, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. A position assigned to Level 2, with wide latitude for the exercise of independent initiative and judgment, performs very complex administrative or supervisory work; may work with other College units to complete significant administrative functions (e.g., payroll, facilities, personnel, budget, records, security, etc.).

This position is in CUNY's Classified Civil Service. The full specification is available on our web site at

CUNY Administrative Assistant


The Hunter College Libraries consist of a central library, The Cooperman Library, on Hunter's Main Campus and three branch libraries: The Zabar Art Library, the Health Professions Library, and the Social Work & Urban Public Health Library. This position is one of two full-time administrative positions on the Social Work & Urban Public Health Library's Access Services Team along with 8-10 part-time para-professional and student employees. Located in Hunter's Silberman Building in East Harlem, this branch serves the academic and research needs of the students, faculty and staff of the Silberman School of Social Work and Hunter's Urban Public Health and Nutrition Programs.

This position falls under the auspices of the Libraries' Access Services Department and reports to the Branch Head of the Schools of Social Work and Urban Public Health Library. The position will perform the following duties and responsibilities including but not limited to:

  • Assist with the daily opening process and procedures for the library;
  • Monitor the electronic course reserves for the Silberman constituency:
  • Liaise with faculty users to create and curate online electronic course reserves pages, to complete copyright clearance, and to process material from syllabus to course reserves;
  • Troubleshoot problems with student access to course reserves;
  • Process digital material into accessible formats;
  • Coordinate part-time college assistants and student workers in electronic reserves duties during high volume periods.
  • Participate in the oversight of print reserves collection:
  • Transfer print material to and from the circulation stacks and reserves both physically and in Aleph;
  • Monitor the temporary use of personal copies of print material placed on reserve by faculty.
  • Assist in maintaining the Circulation Desk:
  • Facilitate maintenance of active patron accounts, circulation of print and audio-visual materials, and payment of fines via Aleph integrated library system
  • Understand and adhere to CUNY's intra-campus borrowing and the national inter-library loan systems;
  • Train and assist with task supervision of part-time College Assistants and student staff.
  • Liaise and collaborate with Access Services counter-parts at the other Hunter Libraries.
  • Perform retrieval of library usage data for annual report (floor counts, door counts, etc).
  • Assist with special projects as needed.

Proof of meeting qualification requirements is needed before the close of a Civil Service Examination filing period. You may be asked to provide proof of meeting these requirements at any time between your application and the close of the filing period.
  1. Permanent status as a CUNY Office Assistant at Assignment Level 1 (Pay Level 3) or Assignment Level 2 (Pay Level 4).

Candidates who meet the above requirements must also meet requirements 2 and 4 after the close of the filing period.
  1. Candidates must take and pass a job-related Civil Service Examination that measures critical competencies for the position.
  2. Candidates must undergo a background check, including a fingerprint screening and a verification of their education and work history.
  3. Candidates must demonstrate technical competence in using job-related software (e.g., word processing or other).

  • Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) required;
  • Excellent interpersonal and written communication skills required;
  • Ability to interface with a large multi-cultural population consisting of students, faculty, and Administrators;
  • Ability to provide strong customer service
  • Ability to perform activity standard to work in a library setting including:
  • sit on tall task chair or stand at tall circulation desk;
  • use hand-held scanner to check out books;
  • push rolling library cart filled with books;
  • shelve books in stacks, including ability to climb on low foot stool to shelve books in stack out of arm's reach and bend low to shelve books at ground level;
  • Preference given to those with:
  • previous experience working in library access services;
  • and/or previous experience using integrated library systems (ex, Aleph) and electronic course reserves systems (ex, Springshare);
  • and/or working knowledge regarding Federal Copyright and Fair Use Laws as pertains to higher education libraries.



CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification. Employees are also offered pension and Tax-Deferred Savings Plans. Part-time employees must meet a weekly or semester work hour criteria to be eligible for health benefits. Health benefits are also extended to retirees who meet the eligibility criteria.

Click on the "Apply Now" button and follow the application instructions. Please have your curriculum vitae/ resume and scholarly interest or cover letter with names and contact information of 3 references available to attach into the application before you begin. Please note that the required material must be uploaded as ONE document. The document must be in .doc, .docx, .pdf, .rtf, or text format- and name of file should not exceed ten (10) characters. Incomplete application packages will not be considered.

The University has announced a civil service test for the CUNY Administrative Assistant title (Exam # 2055), the filing/application period will be open from 03/01/2018 - 03/30/2018. Applicants should register to take this exam. When a civil service list is established, the College is required to make appointments from the certified list to fill all positions including those held by Provisional and/or Temporary employees. All Provisional and/or Temporary employees must take the appropriate civil service exam and score high enough to be reachable on the civil service list in order to be appointed. Applicants selected for this position will be required to submit proof of applying for scheduled exam.

Open until filled with review of applications to begin April 6, 2018.

CUNY Job Posting: Support Staff

Job Title: CUNY Administrative Assistant, Level 1A (Temporary) (Library)
Job ID: 18363
Location: Hunter College
Full/Part Time: Full-Time
Regular/Temporary: Temporary

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.





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Job No:
Posted: 5/19/2018
Application Due: 6/16/2018
Work Type: