What are the responsibilities and job description for the Administrative Assistant 1 position at The State University of New York?
Location: Albany, NY Category: Classified Service Positions Posted On: Wed Feb 26 2025 Job Description:
The State University of New York (SUNY) System Administration, located in Albany, New York, is searching for an Administrative Assistant 1 (SG-11) to support the Office of University Life. This position will serve as a member of a team committed to engaging with SUNY campuses to support the health, well-being, personal, and academic development of SUNY students. The incumbent will ensure the efficient operation of the Office of University Life by performing a wide range of administrative tasks related to correspondence, procurement, files, and calendar management. The incumbent will also work with both detailed and confidential information, requiring diligence and discretion in handling sensitive information.
Specific Responsibilities Include, But Are Not Limited To
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).For the duration of the NY HELPS Program, this title maybe 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.
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. 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.
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. 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.
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. 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.
Competitive Minimum Qualifications (non-ny Helps)
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. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test. 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). Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test.
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 AND, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
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 and, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Additional Information
Position Information: , SG-11 (Permanent); salary for this position is $46,306.
Hours: 8:00 a.m. - 4:00 p.m. M-F
SUNY System Administration Benefits
SUNY System Administration provides an outstanding and comprehensive benefits package to support you and your family through the many life changes you may experience while you work for SUNY. Our nationally recognized benefits include:
Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
Flexible Working Arrangements: Flexible working arrangements, including hybrid schedules, are available depending on position.
Explore our full benefits offerings here: www.suny.edu/benefits
The State University of New York (SUNY) System Administration, located in Albany, New York, is searching for an Administrative Assistant 1 (SG-11) to support the Office of University Life. This position will serve as a member of a team committed to engaging with SUNY campuses to support the health, well-being, personal, and academic development of SUNY students. The incumbent will ensure the efficient operation of the Office of University Life by performing a wide range of administrative tasks related to correspondence, procurement, files, and calendar management. The incumbent will also work with both detailed and confidential information, requiring diligence and discretion in handling sensitive information.
Specific Responsibilities Include, But Are Not Limited To
- Provide direct administrative support to staff in the Office of University Life
- Maintain efficient workflow for staff members within the unit
- Manage and field all incoming calls, emails, and written correspondence
- Prepare and handle purchase requisitions
- Schedule and coordinate meetings, including reserving meeting space and ordering food and equipment as needed
- Composes, types, and distributes meeting notes, correspondence, and reports
- Maintain inventory of all office supplies and order supplies as needed
- Manage listservs for Student Affairs professional groups
- Renew subscriptions and memberships as needed
- Work closely with campus and community stakeholders to collect information for systemwide awards
- Field initial phone calls for systemwide student concerns
- Assist with travel arrangements and preparation of related forms
- Provide excellent customer service, including responding to telephone, e-mail, and in-person inquiries
- Track data for grant-reporting
- Create and manage surveys to understand the needs of students and campuses as it relates to the Chancellor's initiatives
- Work with Office of General Counsel (OGC) on Memorandums of Understanding with agency partners to support student basic needs
- Create presentations for University Life staff members who are relaying information to systemwide colleagues
- Actively engage with all SUNY childcare center directors, SUNY Research Foundation, NYS Office of Children and Family Services (OCFS), and the SUNY Business Office.
- Monitor Childcare and Development Block Grant enrollment forms, ensuring accuracy of information
- Collect data from Block and Operating applications and compile spreadsheets of data collected
- Track yearly applications and cross check with rosters
- Maintain accurate childcare rosters and childcare counts for each campus center
- Send out annual Block Grant and Operating Aid award letters to campus childcare center directors
- Monitor and prepare monthly childcare tuition sheets and quality expense sheets for payment
- Monitor OCFS market rates and income guidelines
- Update grant handbooks as needed
- Assist in creating on line training tools for childcare directors
- Provide first line support to child care directors Block Grant questions
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).For the duration of the NY HELPS Program, this title maybe 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.
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. 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.
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. 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.
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. 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.
Competitive Minimum Qualifications (non-ny Helps)
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. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test. 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). Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test.
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 AND, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
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 and, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Additional Information
Position Information: , SG-11 (Permanent); salary for this position is $46,306.
Hours: 8:00 a.m. - 4:00 p.m. M-F
SUNY System Administration Benefits
SUNY System Administration provides an outstanding and comprehensive benefits package to support you and your family through the many life changes you may experience while you work for SUNY. Our nationally recognized benefits include:
Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
Flexible Working Arrangements: Flexible working arrangements, including hybrid schedules, are available depending on position.
Explore our full benefits offerings here: www.suny.edu/benefits
Salary : $46,306
