Office Manager for JobCloud to ensure effective finance and office operations in Porto. Foster a productive workplace culture while managing HR, Finance, and administrative tasks.
About the role
- Administrative Assistant providing logistical and operational support for CLEAR's civil rights legal advocacy. Coordinating internal operations and managing administrative tasks effectively for smooth functioning.
Responsibilities
- Manage administrative paperwork and approvals related to the Research Foundation of CUNY and CUNY School of Law processes
- Prepare and track reimbursements, purchase requests, and internal documentation
- Draft, process, and monitor independent contractor agreements using established templates
- Ensure required forms and agreements are completed, submitted, and tracked accurately
- Maintain organized administrative records and shared files
- Track deadlines and follow up with internal and external stakeholders to ensure the timely completion of tasks
- Assist with time and leave tracking and submission for CLEAR staff
- Help verify payroll-related documentation and internal financial calculations
- Support transfer of funds and related administrative coordination with the Research Foundation of CUNY
- Maintain logs and spreadsheets to track expenses and administrative activity
- Serve as an administrative liaison with CUNY business and finance offices
- Conduct weekly quality control checks on case intake records and internal data entry
- Ensure intakes and other program data are logged accurately and consistently
- Maintain contact lists, databases, and shared drives
- Provide basic reporting and administrative data support as needed
- Assist with drafting routine correspondence and internal communications (Nice to Have)
- Support scheduling, calendar coordination, and meeting logistics (Nice to Have)
- Provide occasional assistance with Mailchimp or external communications (Nice to Have)
- Help coordinate travel planning and meeting arrangements as needed (Nice to Have)
Requirements
- Minimum 2+ years of administrative or office support experience
- Experience working in a university, legal, nonprofit, government, or similarly structured environment
- Strong attention to detail and organizational skills
- Ability to manage multiple tasks and competing priorities
- Proficiency with Microsoft Office
- Basic to intermediate Excel skills (comfort with formulas and tracking spreadsheets)
- Strong written and verbal communication skills
- Ability to handle sensitive information with discretion
- Experience with financial paperwork, reimbursements, or contract processing (Preferred)
- Familiarity with higher education or large institutional systems (Preferred)
- Experience supporting compliance-related workflows (Preferred)
- Interest in civil rights, social justice, or public interest work (Preferred)
Benefits
- Medical, dental, and vision insurance
- Retirement plan options
- Paid time off in accordance with RF-CUNY policies
- Additional benefits as determined by RF-CUNY
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