The State University of New York, Brooklyn Educational Opportunity Center (BEOC), located in Downtown Brooklyn and administered by New York City College of Technology/CUNY, provides tuition-free academic and workforce development training to eligible New York State residents, offering a pathway to lifelong learning, college access and economic self-sufficiency.
The BEOC welcomes applications for multple full-time EOC Office Assistant positions to provide administrative and clerical support across various departments, including Academic Affairs, Student Services, Career Services, Advising, Registrar/Records, Testing Center, and Communications. These positions are essential in ensuring efficient office operations, supporting students and faculty, maintaining accurate records, and facilitating effective communication within the center. Additionally, these roles will provide direct clerical support to the Directors of Academic Affairs, Student Services, and Career Services, ensuring smooth departmental operations and assisting with scheduling, documentation, and interdepartmental coordination.
General Administrative & Clerical Support
- Assist the Directors of Academic Affairs, Student Services, and Career Services with scheduling, maintaining calendars, and coordinating meetings.
- Prepare and process departmental documents, reports, and records using Microsoft O365 applications (Word, Excel, Outlook, and Teams).
- Answer and direct phone calls, emails, and inquiries in a professional manner.
- Maintain both electronic and physical filing systems, ensuring document organization and confidentiality.
- Support department-wide logistics, such as organizing meeting materials, distributing paperwork, and updating information systems.
Academic Affairs Support
- Assist faculty and students by printing, organizing, and disseminating course materials.
- Maintain and update academic records, class schedules, and attendance tracking.
- Support faculty with general administrative tasks, including document preparation and data entry.
- Assist with event coordination by handling logistics such as room reservations and preparing sign-in sheets.
Student Services Support
- Provide clerical and administrative support for Student Services, assisting with document processing, filing, and maintaining student records.
- Schedule student appointments and maintain departmental logs.
- Assist with clerical aspects of student engagement activities, including preparing sign-in sheets, distributing flyers, and setting up materials for workshops and events.
- Support event coordination by preparing documentation, tracking attendance, and organizing materials.
Career Services Support
- Provide administrative support for career-related events, such as job fairs and employer engagement activities.
- Maintain student employment and internship records, including filing paperwork and updating tracking spreadsheets.
- Assist with scheduling career counseling appointments and coordinating employer visits.
- Prepare and distribute pre-approved career-related materials to students.
Advising Department Support
- Schedule and confirm student advising appointments, ensuring records are updated in the student database.
- Maintain accurate clerical records of student advisement sessions and assist in tracking student progress.
- Assist in organizing workshops and informational sessions by handling clerical duties such as compiling packets and sign-in sheets.
- Provide students with pre-approved general information regarding program requirements and available services.
Registrar/Records Support
- Assist with student registration, enrollment verification, and transcript requests, ensuring compliance with FERPA regulations.
- Update and maintain accurate student records in the student information system.
- Process data entry and generate reports related to student enrollment, academic progress, and graduation requirements.
- Distribute policy updates, registration deadlines, and important notifications to students and faculty.
Testing Center Support
- Schedule and coordinate student testing appointments, including proctoring arrangements and accommodations.
- Maintain test records and ensure compliance with institutional and testing center policies.
- Provide students with standardized information regarding test requirements, locations, and procedures.
- Assist with secure handling and filing of test materials.
Communications Support
- Use Microsoft O365 applications (Word, Outlook, and PowerPoint) to format and distribute internal and external communications.
- Assist with document formatting, proofreading, and distribution of newsletters, announcements, and pre-approved communications.
- Coordinate the printing and distribution of materials for departmental outreach efforts.
- Update and maintain organized communication records and departmental documents.