Office Assistant 2 (NY HELPS) - SUNY Oneonta

LOCATION: Campus Recreation and Student Life (shared between both departments)

UNIT: CSEA Administrative

CLASS: Competitive*

HELPS CLASS: Non-Competitive

SALARY: $41,399

DATE POSTED: 3/28/2025

POST UNTIL: 4/14/2025

DESCRIPTION

The Department of Campus Recreation provides recreational opportunities and experiences for the campus community that empower participants to grow as leaders, discover community, develop healthy physical, social, and emotional behaviors, and improve their quality of life. To learn more about the University and the Department, please visit https://suny.oneonta.edu/ and https://suny.oneonta.edu/campus-recreation.

Job Description: The Office Assistant 2 for Campus Recreation supports the efficient operation of the Office of Recreation, overseeing various administrative and operational functions related to Outdoor Recreation, Fitness Centers, Intramural, and Club Sports. This position plays a vital role in budget and travel management, student and staff support, and operational coordination, while ensuring the delivery of exceptional recreational experiences. This position will also serve 25% of their time assisting with Hunt Union Building administration and operation.

Key Responsibilities:

Budget and Financial Management

• Maintain budget records for four service areas: Outdoor Recreation, Fitness Centers, Intramural, and Club Sports.
• Complete purchase requisitions and travel requests.
• Process program fees, deposit cash and checks, and maintain accurate financial records.
• Issue and track student credits, refunds, and ensuring proper accounting and reporting.

Travel and Program Coordination

• Oversee travel management processes for outdoor programs and club sports, including planning and coordination.
• Track program registration, fees, and satisfaction survey responses.
• Maintain records manage processes for licensure and certifications.
• Schedule trainings and certification courses for all program areas to ensure compliance with risk management policies.

Facility and Equipment Management

• Monitor daily recreational use and maintain data records.
• Oversee inventory, maintenance, and replacement of equipment.
• Manage trip equipment reservations and gear rental transactions with assistance from student staff.

Front Desk and Administrative Support

• Answer phones, respond to electronic correspondence, and assist with general office duties.
• Greet and assist students and staff in-person, by phone, and via email.
• Maintain office filing systems, both electronic and paper.
• Manage the director's and staff calendars, schedule meetings, and coordinate events.
• Assist with the review and maintenance of risk management policies and procedures.

Student and Staff Supervision

• Supervise student worker staff of 2-6 employees in the main office area of student recreation. Assign daily work duties and provide guidance and support for their tasks.
• Assist with scheduling, timesheet approval, and employee onboarding of the student workers across the four service areas: main office, Outdoor Recreation, Fitness Centers, and Intramural and Club Sports.

Recordkeeping and Project Management

• Maintain accurate records for sports registration, equipment inventory, outdoor trips, and risk management documentation.
• Assist in planning and executing special projects, including data gathering, stakeholder coordination, and progress tracking.
• Assist with maintaining communications with various departments and divisions on collaborative projects.
• Maintain risk management documentation for all program participants including waivers, health forms for overnight trips, and incident reports as necessary.

Hunt Union building Administrative Support

• Offering customer meeting and event support in the building during the regular weekday business hours; primarily 8:00am-10:00am operating from the Hub
• Create content for the interior (HUb/Ceiling Lobby) and exterior (outdoor marquee) electronic message boards, ensuring accuracy and timely scheduling year-round.
• Provide periodic support and coverage for some large-scale events or conferences.

Minimum Qualifications:

Competitive Qualifications:

• The successful candidate must be reachable on the Office Assistant 2 list, have held the title of Office Assistant 2 in the past, or be eligible to transfer into the title.

Non-competitive HELPS Qualifications:

• One year of clerical experience where most work time is spent performing keyboarding, data entry, chart compilation or arrangement, or various tasks involving typing into computerized systems.

The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Preferred Qualifications:

• Proficiency in budgeting and financial systems.
• Strong organizational skills and attention to detail.
• Excellent customer service, communication and interpersonal skills.
• Proficiency with Microsoft Office Suite and other relevant software.
• Technical expertise in trouble shooting AV equipment including sound, microphones etc.

• 
  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.