Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (NY HELPS) - Sport and Exercise Sciences - 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: 2/12/2025

LOCATION: Sport and Exercise Sciences

SALARY: $46,306

Department Description:

The Department of Sport and Exercise Sciences proudly supports four academic programs: the Exercise Science Major, Sports Management Major, Athletic Coaching minor, and Sports Management minor, with a thriving community of over 400 students and a forward- looking approach to further curriculum development. As we continue to expand, the University is demonstrating its commitment to preparing a new generation of aspiring sport health professionals. Through practical assignments and discussions of current issues, students learn how sport management and exercise science impact us on a local, regional, and global scale. The Sport Management and Exercise Science classes use a wide array of facilities, including enhanced classrooms, equipped with current teaching modalities that allow for strong interaction between faculty and students. Sport Management and Exercise Science classes may also use many of our campus fitness and recreation facilities. To delve deeper into our department visit https://suny.oneonta.edu/sport-and-exercise-sciences.

The SPES Department is situated in the lively Chase PE Building, which also accommodates numerous athletic coaches, the intramural department, and the fitness coordinator. This dynamic space features a fitness center, weight room, pool, dance studio, and gym, all of which are heavily utilized. The building is constantly buzzing with activity, and the Administrative Assistant serves as the primary contact for drop-ins, inquiries, and community outreach.

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:

• Provide prompt and courteous response to all questions and requests by answering telephone and greeting people who come in person to the office
• Receive and distribute postal mail deliveries to department faculty
• Supervise work-study students and/or Student Interns regarding their responsibilities and any paperwork.
• Process 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
• Work closely with Procurement to track department expenses, process purchase orders, prepare accurate TRAs for faculty travel
• Use 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
• Use Campus Connection and EMS to reserve space for meetings; coordinate and advertise events
• Keep 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.
• Keep the supply cabinet organized and stocked, consulting with department chair about expenditures
• Keep the department website up-to-date

The Administrative Assistant 1 assists the department full-time faculty, adjunct faculty, and other employees located in Chase in their work with responsibilities that include:

• Oversee the functioning of department equipment such as the copy machine/scanner, contacting the relevant maintenance offices when necessary; also assist members with work orders or maintenance requests relating to their offices and office equipment
• Assist individual faculty members with campus paperwork such as for travel reimbursement, getting keys, sending things to the Print Shop, etc.
• Order special supplies as necessary (consulting with dept chair about expenses)
• Help faculty get information regarding college policies and procedures.

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

• 
  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