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: Monday - Friday, 9:00AM -5 PM<br />Summers: 8AM - 4PM

Hours Per Week 37.5

Workday

From 9 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 (Academic Innovation and Student Success)

1400 Washington Ave

City Albany

StateNY

Zip Code12203

Job Specifics

Duties Description • 25% of time: Fiscal Administration
• Manage purchasing activities, including requesting quotes, placing orders, coordinating payment upon receipt of goods and services, and tracking supply inventory.
• Manage staff travel, including travel preapproval forms, travel arrangements, and travel reimbursement requests.
• Assist with oversight of department budgets, perform monthly reconciliations, and monitor spending.
• Assist in the planning and preparation of the AISS annual budget request.

• 25% of time: Personnel Administration
• Coordinate hiring of student staff, including graduate student assistants and work study students.
• Train and supervise work study students and coordinate front desk coverage.
• Monitor staff appointments with respect to term renewal and permanent appointment deadlines.
• Ensure personnel forms are prepared, reviewed, signed, and processed in a timely manner.
• Assist with onboarding of new employees – secure office keys, computers, and phones, and set up access to necessary software platforms.

• 25% of time: Customer Service
• Serve as primary point of contact for students and faculty and staff from academic departments.
• Handle caller inquiries or route them to the appropriate individual for assistance.
• Manage shared email inboxes; responding to inquiries and directing them to the relevant staff as needed.
• Staff front desk in absence of other coverage, assisting students, faculty, staff, and other visitors.

• 10% of time: Event Support
• Coordinate logistics for participation in a variety of campus-wide events and activities, including orientation and accepted student open house.
• Assist pre-health and pre-law advisors with event logistics as necessary.

• 10% of time: Office Operations
• Manage directors’ calendars as necessary and coordinate team/committee meetings and appointments with campus stakeholders.
• Support the day-to-day operations of AISS.
• Assess administrative processes and identify and implement process improvements to enhance efficiency, reduce redundancy, and improve service delivery for students and faculty/staff.

• 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 To apply for this position, please visit: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=189900
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 ApplyingTo apply for this position, please visit: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=189900