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 The Administrative Assistant 1 provides administrative support to the Undergraduate Admissions Systems team which is responsible for admissions application processing and other admissions-related systems, technology, and database management.
The individual is expected to work four weekends per year to support recruitment events (e.g., Fall Preview Day and Accepted Student Open House).
Essential Functions (List the position's responsibilities in order of importance and time commitment, including only those functions or duties that are essential to fulfilling the position’s responsibilities-add or remove bullets as needed):
Essential Function #1 (75%)
• Principal Administrative Support—maintaining Professional Staff Calendar including Professional of the Day office support, gathering and distributing meeting minutes for Undergraduate Admissions/Admissions Systems/Admissions Enrollment Marketing Staff Meetings. Coordination of ordering office supplies including overall office paper
• Creating and Maintaining Records Systems by assisting with transfer student application processing in a high-volume environment utilizing Slate CRM. Tasks include processing paper transcripts, creating applicant records, attaching transcripts to applicant records, and verifying transferability of college credits.
Essential Function #2 (20%)
• Complete 1-2 phone shifts each week via our automatic call distribution system to serve prospective students, applicants, parents, and high school/transfer counselors
• Open and distribute incoming mail or other materials
• Prepare applicant transcripts for imaging by third-party vendor
Essential Function #3 (5%)
• Assist with managing Undergraduate Admissions email inbox during high volume periods and disseminating messages to unit staff.
• Supervise Work Study Students
Functional and Supervisory Relationships (List who the position reports to and has collaborative relationships with as well as list positions this position will supervise.):
Administrative Assistant 1 reports to the Assistant Director and has collaborative relationships with other Admissions Systems team members.
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=189903
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.