Review Vacancy
TitleAdministrative Assistant 1; Trainee 1 & 2 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $47695 to $58447 Annually
Appointment Type Contingent Permanent
"Other" Explanation Academic Year: Monday - Friday, 8:30AM -5 PM<br />Summers: 8AM - 4PM
Workday
Duties Description OFFICE MANAGEMENT:
Serve as daily point person in charge of handling student safety issues within Fine Arts Building.
Order, receive and manage distribution of internal and external supplies and equipment on an ongoing basis.
Monitor department equipment inventory.
Oversee the care of the Fine Arts building in coordination with the Fine Arts Technician.
Submit work requests and coordinate the repairs and renovations that are performed.
Make sure the hours of office operation are clearly posted at all times of the year.
PERSONNEL RESPONSIBILITIES:
Prepare personnel forms for department Chair review and signature. Prepare / organize promotion and tenure case files as well as renewal files. Maintain personnel files in departmental office.
Order SIRF evaluations and other course records from Institutional Research, as needed.
Oversee appointments and records of life models, when appropriate.
Generate appointment papers and tuition waivers for graduate assistantships.
Generate appointment papers and maintain records for part-time faculty in Art, Art History, and Film Studies.
Prepare forms for faculty/staff IAS and All Funds access.
ACADEMIC SUPPORT:
Complete CAS teaching template.
Assist with the online graduate application system “Slate,” as needed.
Input course schedules for fall, spring, summer and winter terms on PeopleSoft, after submitting completed schedules to Chair and Program Director for approval.
Generate reports from PeopleSoft for undergraduate majors and graduate students and disseminate information as appropriate.
Provide general assistance during transfer student conferences. Prepare updated enrollment information for transfer conference advisers.
Assist program directors in scheduling and preparing informational materials for students and faculty.
BUDGET:
Oversee, monitor and manage expenditures on Excel/Access from departmental budget accounts. Utilize All Funds Analytics to monitor and reconcile accounts.
Process purchases and payment (Purchase Orders, University at Albany Foundation, VISA); assist faculty and staff with purchases and travel-related arrangements / reimbursements and paperwork.
Develop departmental spending plan with the assistance of the Department Chair; project expenses for upcoming fiscal year.
Monitor and process life model payments, visiting artist / art historian payments; distribute paychecks.
Make available budget information to area and program heads on a monthly basis and to the Chair upon request.
RECEPTION DUTIES:
Greet visitors and answer all calls and emails, acting as a take-charge person to promote the smooth operation of the Department and welcoming public reception to Fine Arts Building.
Sort mail, create correspondence, and maintain a working relationship with other offices on campus.
Answer questions from students in Art, Art History and Film Studies and/or refer them to the appropriate faculty member as needed.
MISCELLANEOUS:
Assist with departmental Commencement preparations (when appropriate).
Serve as departmental liaison with other University Offices (e.g., Accounting, Purchasing, Registrar).
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=189896
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
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