College Assistant

  • Job Class: Support Staff
  • Job ID Number: IS-28-13
  • Department: Ph.D. Program in Biology
  • Location: The Graduate Center
  • Closing Date: Open Until Filled


The College Assistant for the Ph.D. Program in Biology will provide administrative support to the Executive Officer and the Assistant Program Officer/Program Coordinator.   With the guidance of the APO/PC, the College Assistant will carry out all the duties necessary to maintain optimal efficiency in the operation of the Ph.D. Program in Biology.  The Program is comprised of 4 subprograms and has an enrollment of 175 students. Faculty total over 200 and is drawn from 8 Senior Colleges where members maintain scientific laboratories and conduct research.  The students comprise a very diverse multi-cultural population, including US nationals and internationals.
Duties and Responsibilities:
-Respond to telephone and in-person communication with students and faculty and the general public
-Process incoming and outgoing mail
-Prepare materials for Program orientation, open house, seminar, workshop and various meetings including arrangements for refreshment and processing bills for payment
-Capture data and provide program statistics per request of Executive Officer, Dean, Senior College, Subprogram
-Assist in maintaining and updating student, faculty and alumni databases, websites and listservs
-Coordinate and upload First Examination material utilizing Blackboard, register students and prepare examination packages.  Sort and disseminate examinations for grading and prepare publication of results after grading.
-Validate committee composition, disseminate necessary material, schedule and prepare reports for recording second and final examinations:  Prepare various supplemental grade forms:  en-route masters, leave of absence, re-admission etc... all forms pertaining to the Ph.D. Program in Biology
-Utilize Opinio Survey to conduct yearly elections for student (current 175) and faculty (current 200) committee memberships
-Submit attendance roster and final grade rosters and instructions electronically to teaching/supervising faculty and monitor closely for responses within specified time
-Respond to department e-mail and phone queries
-Responsible for the filing of all paperwork in its respective folder
-Prepare paperwork and file for all new faculty appointment and students matriculated (average 30 per academic year)
-Provide support service to Executive Officer in absence of Assistant Program Officer and represent the office of the Program well to the public, students and faculty and the GC administration


Minimum Qualifications:
-High school diploma
Preferred Qualifications:
-Proficient in Microsoft Word, MS Access, MS Excel, and MS Outlook
-Excellent organizational skills
-Professional and courteous phone manner and personal contact
-Typing, Filing, photocopying
-Conversion of documents into PDF

Salary Range

$12.00 per hour


20 hours per week

How To Apply

Please send cover letter, resume, and the names and email addresses of 3 professional references to:
Ph.D. Program in Biology College Assistant Search
The Graduate School and University Center/CUNY
365 Fifth Avenue
New York, NY  10016
Email Address:


An Equal Opportunity/Affirmative Action/IRCA/Americans with Disabilities Act Employer.

The Graduate Center complies with the Clery Act and copies of its annual report on security policies and statistics are available in its Security Office.

Selected applicants must pay fingerprint and filing fees (full-time CUNY students are excluded from fingerprint fee)

  • All prospective candidates must be able to be certified as eligible to work under the provisions of the Immigration Reform and Control Act.
  • The Graduate School and University Center verifies education and experience statements.