What are the responsibilities and job description for the Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (NY HELPS) - Earth and Atmospheric Sciences - SUNY Oneonta position at SUNY Oneonta?
TITLE: Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (NY HELPS) - 1 vacancy
UNIT: CSEA Administrative
CLASS: Competitive*
HELPS CLASS: Non-Competitive
SALARY: Grade 11
POST UNTIL: 2/13/2025
LOCATION: Earth and Atmospheric Sciences
SALARY: $46,306
Department Description:
The Department of Earth and Atmospheric Sciences seeks to educate SUNY Oneonta students with a deep knowledge of Earth's intricate systems while confronting the pressing environmental challenges we face. Within this framework we cultivate a learning environment rooted in three core values:
Experiential Learning: We foster hands-on learning opportunities, both within and beyond the classroom, to equip students with practical skills, and a deep appreciation for the natural world.
Inclusive Learning Environment: We embrace diverse perspectives, personal views, and backgrounds, creating a welcoming and supportive space where all students can thrive.
Sustainability: We focus on the connections between human societies and the natural environment, and how to achieve a healthy coexistence for the well-being of present and future generations.
To delve deeper into our department visit https://suny.oneonta.edu/earth-and-atmospheric-sciences
Job Description:
This role serves as Administrative Assistant to the Department Chair regarding student traffic, the public and college departments. The Administrative Assistant 1 will be expected to:
- Assist and consult with the department chair regarding deadlines. Keep the chair informed of department activities and issues.
- Department receptionist, answers phones and inquiries, updates and maintains files.
- Assist in day-to-day activities of the department, faculty and student requests, mail, and supplies.
- Maintain and update department records, namely academic affairs, advisement, alumni, budget, purchasing, supplies, class schedules, registration, and scholarship funds.
- Assist faculty with department special events, including the department picnic, field trips, and Majors' Night.
Some specific duties will include:
- Providing prompt and courteous response to all questions and requests by answering telephone and greeting people who come in person to the office
- Receiving and distributing postal mail deliveries to department faculty
- Processing paperwork relating to scheduling, course descriptions, book orders, annual reports, etc.; help students and faculty with other paperwork particularly relating to the Registrar's office
- Working closely with Procurement to track department expenses, process purchase orders, prepare accurate TRAs for faculty travel
- Using Banner and Argos frequently to, among other things, input placement/proficiency scores, input department schedules, and obtain student information as necessary for the advisement of students and the operation of the department
- Using Campus Connection and EMS to reserve space for meetings; coordinate and advertise events
- Keeping the department files and information up-to-date, organized and secure; this includes student and faculty files, course syllabi, faculty office hours, course changes and proposals, curriculum sheets, assessment records and annual reports, etc.
- Keeping the supply cabinet organized and stocked, consulting with department chair about expenditures
- Working with faculty to keep the department website up-to-date
Job Requirements:
Minimum Qualifications:
The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1, or must have held the permanent title of Administrative Assistant 1 in the past or be eligible to transfer into the title.
OR
Appointment may be made at the Administrative Assistant 1 Traineeship level, (grade 8 or grade 10) leading up to Administrative Assistant 1, grade 11 title. Successful candidates interested in the Traineeship must have 1 year of service in a clerical title allocated to grade 6 or higher (e.g., Office Assistant 1). Successful completion of the traineeship requires taking eight courses in the following competencies: Professionalism and Self-Management, Verbal, and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.
OR
Non-competitive Qualifications:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). *To be considered for appointment through NY HELPS, candidates must meet the open- competitive minimum qualifications for this position.
Administrative Assistant Trainee 1: High school diploma or high school equivalency; and 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: High school diploma or high school equivalency; and 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: High school diploma or high school equivalency; and 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 OR certification (e.g., IAAP Certified Administrative Professional).
OR
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.
Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test prior to appointment
Preferred Qualifications:
- Experience with Microsoft Excel
- Customer Service experience
Additional Information:
For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the NYS Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov
Salary : $46,306
