Administrative Assistant Part Time - HHMI Grant (Grant Funded)

The HHMI Inclusive Excellence (IE) and NSF STEM Scholars in Biology (SSB) administrative assistant position will support grant initiatives aimed at increasing retention and student success in the biology major and related programs at Mercy College. The role will offer general administrative support to the HHMI IE and NSF SSB grant teams through assistance with daily operations and support of long-term initiatives. This role will require general office software application skills (Word, Excel, PowerPoint and Outlook email), strong communication skills, a willingness to learn and desire to be a team player. The position will run through the remainder of grant funding, which is approximately between 6 months to 1 year. This is a part-time position; responsibilities are five days a week M – F, with remote option available. Occasional need for in-person work. Additionally, weekend support and support at events at Mercy’s Bronx or Manhattan campuses or offsite locations may be required on an as needed basis.

Essential Job Functions & Responsibilities:
A. Administrative/Technical/Service

• Maintain and type relevant documents
• Provide assistance when needed
• Answers telephones and emails in an appropriate, professional manner, providing follow up and resolution in a reasonable time frame.
• Read and analyze incoming memos, submissions, and reports to determine their significance; plan their distribution and follow up with supervisor as needed.
• Interacts with customers, supervisors, peers and subordinates” as needed to accomplish tasks and resolve difficult situations
• Create spreadsheets and manage databases for HHMI and NSF SSB related data, pull data from Mercy databases
• Assist with building surveys, data collection, IRB submissions and related assessment tasks
• Assist with data submission to grant sites
• Act as liaison with partner HHMI IE and SSB institutions and outside consultants and evaluators
• Schedule and prepare materials for meetings and special events in advance
• Schedule outside speakers and workshop facilitators (and similar) for grant related activities
• Work with facilities department and food services and other related departments (both internal and external) for grant events
• Work with Program Directors to coordinate HHMI and NSF SSB events, including preparation, copying and distribution of related materials (email distribution and posting flyers)
• Track attendance at events and follow-up with attendees
• Act as liaison to biology students and faculty mentors for grant related activities
• Track progress report and grant deadlines, for example, collect monthly Time and Effort forms; prepare materials for auditors, funding agency, etc.
• Report Minutes of meetings: submit minutes; emphasize action items; list main points, actions to be taken and time needed for completion, follow-up with grant team on key action items
• Organize and manage grant budget and facilitate external and internal payments for speakers, program participants, and any material needs.
• Perform other duties/projects as assigned

• Manages time and other resources to meet established short and long term goals within the agreed upon time frames; prioritizes assignments and multi-tasks in an organized and logical manner; assist with supervision of student worker
• Maintains updated procedures manual for this position to ensure accurate performance of duties
• Schedules and arranges for testing of video conference equipment and other media technology in advance
• Participates in the department’s performance improvement activities
• Maintains confidentiality in the management of information
• Follow up on Payment Vouchers and requests for signatures on Program documents and paperwork
• Communicates and/or implements innovative ideas to proactively solve problems and develop the department/College
• Collaborates and cooperates with other employees and departments in scheduling and organizing details involved in HHMI and SSB-related events
• Identifies and initiates actions independently to support the vision, mission and objectives and to resolve or avoid challenges.
• Troubleshoot and completing tasks. Seeks to learn and continuously develop self. Uses resources wisely and effectively.

• Utilizes learning resources to support the timely and satisfactory completion of the HHMI and SSB Program’s goals
• Takes initiative in Coordinator’s absence to provide information about the RIMI Program’s background and goals to students, staff and faculty

• Complies with policies and procedures of the Department and the College including the College’s Code of Conduct
• Identifies and reports gaps in policies and procedures to management including outstanding Time and Effort Forms
• Complies with all required training. Participates in HR and IT Training regularly

Required Skills & Experience:

• Demonstrated leadership, interpersonal, written and oral communication, problem-solving, organizational, and presentation skills.
• Computer proficiency in MS Office (Excel, Word, PowerPoint), Outlook
• Demonstrated evidence of detail-orientation, customer service orientation, ability to work independently, and great levels of responsibility required.
• Experience with data collection and survey administration preferred
• Minimum two years of experience in a college environment preferred

• Bachelor’s degree from an accredited four-year college required.

• Availability on some weekends may be required on a as needed basis based on grant events
• Flexibility to provide support at other campus locations outside of regular working hours as needed
• Must be able to push, pull, move or lift up to 50 lbs.
• Must be able to meet all general health requirements for the position as per college policies

Mercy College has made the safety of our students, faculty, staff and our surrounding communities a top priority. As part of this commitment, we recently announced that students, faculty, and staff on our campuses are required to be vaccinated against COVID-19. As a prospective and/or a new employee, you will be required to comply with the College's vaccination policy.

Mercy College is a dynamic, diverse New York City area college whose students are on a personal mission to get the most out of life by getting the most out of their education. Our institution is an independent, coeducational college that offers more than 90 undergraduate and graduate degree and certificate programs within five schools: Business, Education, Health and Natural Sciences, Liberal Arts and Social and Behavioral Sciences. Mercy College's efforts in these programs have been recognized over the last several years. As a federally designated Hispanic Serving Institution (HSI), Mercy College, has been honored by being ranked nationally among the top Colleges in the country for Hispanics by the Hispanic Association of Colleges and Universities (HACU).

Mercy College was further recognized by HACU as a national leader in awarding bachelor's degrees to Hispanics in several disciplines, including Psychology, Sociology and Business. Additionally, to support our diverse student body, Mercy College has pursued and been awarded a number of federal grants which enable us to better develop and deliver services to our students. As a Hispanic Serving Institution, Mercy College is proud to be recognized as an institution which helps under-served students to achieve their educational aspirations. Westchester Magazine has also named Mercy College the Best College in Westchester county in 2019 and 2020.The vibrancy of the College culture is sustained by a diverse student body from around the region. Enrollment, including full-time and part-time undergraduates and graduates is approximately 10,557; The College offers campuses in Dobbs Ferry, Bronx, Manhattan as well as online offerings.

At Mercy College, we strive to provide employees and their families with a comprehensive and valuable benefits package. We offer high-quality health care plans, retirement benefits, tuition discounts, flexible spending, and much more.

OUR MISSION:

Mercy College is committed to providing motivated students the opportunity to transform their lives through higher education by offering liberal arts and professional programs in personalized and high quality learning environments, thus preparing students to embark on rewarding careers, to continue learning throughout their lives and to act ethically and responsibly in a changing world.

Mercy College is an equal opportunity employer. Mercy College actively engages in recruiting a diverse workforce and student body that includes members of historically underrepresented groups, and strives to build and sustain a welcoming and supportive campus community. All qualified applicants will receive consideration for employment without regard to age, race, color, national origin, ethnicity, creed, religion, marital status, sex, sexual orientation, gender, gender identity, pregnancy, genetic information, disability, or protected veteran status.

The posted salary range for this position is based on several legitimate, non-discriminatory factors set by the company. The College is committed to ensuring equal pay opportunities for equal work regardless of gender, race, or any other category protected by federal, state, or local pay equity laws.

This position is ineligible for Medical benefits and the College's contribution. However, part-time employees are invited to participate in our various voluntary benefits.