Administrative Assistant

Description

Duties Description

The New York State Fellowship programs serve to recruit the next generation of talent into public service. The main goal of the Fellowship programs is to attract highly qualified, diverse talent who many not otherwise have a clear pathway to State service. The Fellowship program includes a variety of fellowships from the Empire State Fellowship aimed at mid-career professionals to the Excelsior Service Fellowship aimed at recent graduates of New York State law, professional and graduate schools. In addition, the program also includes oversight of the Marsha P. Johnson, Sylvia Rivera and Edie Windsor LGBTQ Fellowship, the Carey Gabay Fellowship, and the NYS Science Policy Fellowship.

The Administrative Assistant will report to the Director of Statewide Fellowship Programs and will support the Division of Statewide Fellowship Programs with fellowship and internship programs. The incumbent will support the division in the transformation and rebranding of the statewide internship program.

Duties Include, But Are Not Limited To

• Serve as first point of contact for Fellowship applicants and nominees.
• Assist with SFS travel reconciliation.
• Schedule interviews and communicate with Excelsior Service Fellowship nominees.
• Schedule interviews and communicate with Empire State Fellows finalists.
• Mail merge, edit, and file offer letters for Excelsior Fellows.
• Monitor the Fellows email account and respond to inquiries from potential applicants and stakeholders.
• Help program staff with planning of the orientation activities and events.
• Vet Empire Fellows semi-finalists.
• Communicate with the Executive Chamber vetting team on vetting Fellows finalists for background check.
• Send and collect Fellows evaluations to supervisors.
  
  

Qualifications

Minimum Qualifications

Three years of relevant experience. *

• Substitution: Certification (such as the International Association of Administrative
  
  

Professionals’ Certified Administrative Professional), diploma, or associate’s degree in

office administration, secretarial science, administrative assistance, paralegal, business

technology, or office technology may substitute for two years of experience.

Preferred Qualifications

• Professional experience in recruitment, talent acquisition, or sales environment is preferred.
• Confidently serving as the first point of contact with applicants and nominees to the Fellowship programs.
• Professionalism on the phone and in written communication is essential.
• Working knowledge Microsoft Excel and Microsoft Word (including mail merge) is strongly preferred.
  
  

Additional Comments

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

Among Its Duties, The Department

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)
  
  

NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

This is an appointment to a position in the pending exempt jurisdictional class and will require a background check. As such, the incumbent of this position would serve at the pleasure of the appointing authority.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to YourFutureBeginsHere@cs.ny.gov