Position Information

NY HELPYes

AgencyUniversity at Albany

TitleAdministrative Assistant 1; Trainee 1 & 2 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $47695 to $58447 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Other (see below)

"Other" Explanation Academic Year 8:30am-5:00pm (Summers 8:00am-4:00pm) 1 hour lunch AY; ½ hour lunch Summer<br />Academic Year 8:30am-4:30pm (Summers 8:00am-4:00pm) ½ hour lunch AY; ½ hour lunch Summer <br />Academic Year 9:00am-5:00pm (Summers 8:00am-4:00pm) ½ hour lunch AY; ½ hour lunch Summer <br />Academic Year 8:00am-4:00pm (Summers 8:00am-4:00pm) ½ hour lunch AY; ½ hour lunch Summer

Hours Per Week 37.5

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County New York

Street Address University at Albany (Student Activities)

1400 Washington Ave

City Albany

StateNY

Zip Code12222

Job Specifics

Duties Description The Administrative Assistant 1 of the University at Albany's Office for Student Engagement and Belonging assists the Director with the daily operation of the following units: Campus Center Management, Student Activities, Orientation and Intercultural Student Engagement. The Administrative Assistant 1 serves as the first point of contact for all areas; managing inquiries, appointments, facility reservations, phone calls, messages, invoicing, and any other tasks related to the assisting the director in managing the functions of the office at a high level. The Administrative Assistant 1 works closely with internal and external university partners, including but not limited to the Division of Finance and Administration, University Police Department, University Auxiliary Services, Sodexo, Student Affairs and Enrollment and Academic Affairs to assist the University in meeting the needs of all members of the University community. The Administrative Assistant 1 reports to and is evaluated by the Director for Student Engagement and Belonging

75% of time: Process all purchasing for general office and resource center needs; Keep organized and detailed records of all ISE financial transactions as well as submit and reconcile expenses in a timely manner; Maintain supply inventory by checking stock to determine inventory level; anticipating needed supplies, placing and expediting orders for supplies; verifying receipts of supplies; Answer and direct phone calls, reply to email and face to face inquiries; Receive, sort and distribute mail; Organize and schedule meetings and appointments; Produce and distribute correspondence memos, letters, faxes, scanned files and forms; Prepare and monitor invoices; Assist in the preparation of regularly scheduled office reports and meeting agendas; Develop and maintain a filing system that is organized and detailed for anyone to follow; Maintain professional and technical knowledge by attending work related educational workshops and participating in university sponsored events; Handle sensitive information in a confidential manner; Model and foster high ethical standards of performance, service, and professionalism; Overall office management, providing general support to visitors, ordering office supplies, booking travel arrangements, renewing memberships, working with customer service/custodial when appropriate, filing, typing, copying, scanning, and other administrative duties.

20% of time: Organize and/or assist with major events sponsored and co-sponsored by the office including, but not limited to, the Dr. Seth Spellman Awards, the President's Awards for Leadership, the Lavender Celebration, Cultural Carnivale, Orientation, and Great Danetopia.

5% of time: Other reasonable duties as assigned

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):

Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements:
Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant Trainee 2 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements:
One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant 1, (Salary Grade 11) NO Traineeship / no coursework requirements:
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate's degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):

Administrative Assistant 1, SG-11:

Successful completion of 52 weeks of service as an Administrative Assistant Trainee 2 and completion of the four core administrative support courses AND completion of the four elective administrative support courses, as designated by the agency OR

Reachable on an appropriate eligible list and / or eligible to transfer and successful completion of the four core administrative support courses AND completion of four elective administrative support courses, as designated by the agency. OR

Have a current permanent appointment with 1 year of service as an Administrative Assistant 1 OR

Be a former state employee eligible for reinstatement consideration (previous permanent service in the Secretary 1 title eligible for reinstatement to the title of Administrative Assistant 1; previous permanent service in other qualifying titles requires completion of core and / or elective administrative competency coursework prior to appointment above Trainee level 1).

Administrative Assistant Trainee Level 1, Equated Salary Grade 8: 2 Year Traineeship leading to SG-11

Reachable on an appropriate eligible list and / or be a current state employee eligible to transfer to the grade 8 traineeship.

Administrative Assistant Trainee Level 2, Equated Salary Grade 10: 1 Year Traineeship leading to SG-11

Successful completion of 52 weeks of service as an Administrative Assistant Trainee 1 AND completion of the four core administrative support courses; OR Reachable on an appropriate eligible list or eligible to transfer AND completion of the four core administrative support courses.

May be filled from a mandatory reemployment list if one is in effect at the time of appointment.

Any resumes received that do not meet the above requirements as described will be deemed unqualified.

Additional Comments Must APPLY ONLINE by using this link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=194059
Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Office of Human Resources

Telephone 518-437-4700

Fax 518-437-4731

Email Address classifiedjobs@albany.edu

Address

Street University at Albany

1400 Washington Avenue, UAB 300

City Albany

State NY

Zip Code 12222

 

Notes on ApplyingMust APPLY ONLINE by using this link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=194059