Project Associate

Description:

The Project Associate plays a vital role in supporting the Institute staff and leadership. Reporting to the Budget and Administration Senior Manager, the Project Associate supports Institute program directors and executive staff with a variety of administrative program functions. This position is a great opportunity for someone interested in developing a career in the field of nonprofit management, administration, and human resources.

Responsibilities:

Time and Leave 

• Collect, process, and submit timesheets; maintain timesheet records
• Record time and leave requests, reconcile with timesheets, and maintain calendar
• Distribute time and leave reports to staff on a quarterly basis
• Coordinate summer scheduling (summer hours) and hybrid scheduling
• Respond to staff requests for assistance

Hiring Processes 

• Recruiting and Interviewing
  • Submit and maintain job postings at Research Foundation and other sites
  • Research field-specific or location-specific options for job postings, especially in local communities around New York State
  • Manage the Institute’s LinkedIn profile
  • Maintain file of each search, including interview questions and exercises, and job descriptions
  • Resume distribution to project directors; provide initial screening if warranted/requested
  • Assist with interviewing or scheduling when needed
  • Guide directors through the hiring process – providing forms, getting approvals
• Onboarding– submit all forms for new staff for email, ID, and access to software tools; coordinate with appropriate admin team member to ensure staff have workspace, computers, mifis, etc.
• Conduct onboarding orientations for new hires.
• Process staff exits. Coordinate with the Office Operations Coordinator to return equipment and ID cards.
• Manage the processes for promotions, status changes and provide support to project directors.

Office Procedures and Reporting 

• Maintain employee files, including interns
• Maintain records of current and previous job descriptions and interview questions

Other Duties

• Attend staff meetings and trainings as required.
• Provide coverage and support for Office Operations Coordinator.
• Perform special projects and other duties as assigned by the Budget and Administration Senior Manager, the Deputy Executive Director, and Executive Director.

• Maintain staff handbook for distribution to new staff members and annually to all staff members
• Manage and update as needed all staff forms and other materials
• Liaise with CUNY Ops and Office Operations Coordinator for staff workspaces, IDs, etc.
• Work with central office staff to ensure office procedures are followed.
• Produce monthly report, maintain organization chart and emergency contact list

Qualifications: