Administrative Assistant 1 - Educational Opportunity Program - SUNY Oswego - SUNY Oswego : Job Details

Job Description:

The Educational Opportunity Program at the State University of New York at Oswego invites applications to fill a full-time permanent Administrative Assistant 1 position, Grade 11.

Posting Date: November 14, 2023

Review Date: Review of applications will begin immediately and will continue until the position is filled.

Salary: $44,957/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here for more information on benefits for full-time CSEA professionals.

Date of Appointment: As soon as possible.

Description of Responsibilities:

* Serve as the customer service representative for the department:

* Greet incoming visitors/students

* Answer phones at the front desk

* Answer questions pertaining to the Educational Opportunity Program and refer others to the appropriate person or office

* Hire, train, and supervise student desk attendants

* Work closely with the Director and the office's four professional staff members

* Provide administrative and logistical support to the EOP Office including:

* Scheduling appointments and meetings

* Maintaining staff calendars

* Answering telephone calls

* Greeting visitors in the office

* Gather details to make appropriate responses and/or referrals

* Assist the Director and other professional staff members with various duties including, but not limited to:

* Meeting preparations

* Drafting and editing correspondence

* Travel arrangements (airline, hotel, transportation, etc.)

* Assist professional staff in completing paperwork, submitting room requests and setting up events

* Assist with monitoring and maintaining office machines and EOP laptops and calculators loan program

* Manage departmental budget allocations and procurement card reconciliation processes

* Assist with organizing and preparing for special programs for EOP students throughout the year

* Use various software programs that assist in the function of the office (Microsoft Suite, Google Suite, Handshake, StarFish)

* Participate in the EOP staff meetings, retreats, and planning meetings

* May require evenings and weekends as needed

* General Office Duties:

* Monitor and answer the office email account

* Email information to students regarding EOP Summer Program and other EOP events

* Maintain minutes during weekly staff meetings

* Maintain Director's calendar

* Front Desk:

* Hire, train, and supervise desk attendants for the front desk

* Manage EOP laptop and calculators loaner paperwork

* Budget:

* Process IFR Allocation and Journal Transfers

* Process purchase requisitions from various accounts

* Order supplies for all office personnel and keep an inventory of supplies kept on hand

* Process travel forms and reimbursement paperwork for EOP staff

* Reporting and Summer Program Paperwork:

* Assist in the collection of information for the EOP Summer Program

* Coordinate and monitor the Summer Food Service Program (SFSP) during the Summer Program

* Assist in the data collection for EOP reports for SUNY administration

* Support the hiring and payroll process student staff (Desk Attendants, Peer Leader, Academic Coach, tutors and student assistants) each semester:

* Set up interview schedules with professional staff

* Process hiring paperwork for student employees

* Review, reconcile and approved student's biweekly payroll submission

Requirements:

Minimum Qualifications:

Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.

Permanent Appointment:

One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law; or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*

* Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 & Administrative Assistant Trainee 2, NS=Grade 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.

Trainees will be required to take four mandatory courses in the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11.

For full details on the Administrative Assistant Traineeship program, go to the following link:

70.1 Transfer or Reinstatement:

One year of permanent competitive or 55b/c service as an Administrative Assistant 1 OR have one year of permanent competitive or 55b/c service in a title within two salary grades of the target title that is eligible for transfer under Section 70.1 of Civil Service Law.

Reassignment:

Permanent competitive or 55b/c service as an Administrative Assistant 1.

Provisional Appointment:

Eligible for provisional appointment under NYS Civil Service guidelines.

Conditions of Employment:

This will be a permanent or provisional appointment. Candidates should be aware that a preferred list, transfer list, placement roster, and/or reemployment roster of laid-off State employees may be certified against this vacancy by the Department of Civil Service.

Additional Information:

Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here to see our full non-discrimination policy.

In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.

Requests for reasonable accommodations of a disability during the application and/or interview process should be made to the Human Resources Office by calling 315-###-#### or emailing [email protected].

For Campus Safety information, please click here to see the Annual Security and Fire Report (Clery).

SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here for further policy details, including education and cessation resources.

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 Office of Employee Relations at (518) ###-#### or via email at [email protected].

For more details, reference New York State Department of Civil Service Job Title Code #2900100, Administrative Assistant 1, and Grade 11.

If you have any questions about the position, please call or e-mail:

Human Resources

315-###-####

[email protected]

Application Instructions:

To Apply Submit:

* Cover letter addressing qualifications and specifically addressing your experience

* Resume

* Copy of certificates related to qualifications

* Contact information for three professional references

electronically by clicking on the APPLY NOW button.

Official transcripts are required at time of appointment.

All required documents must be uploaded in order for your application to be reviewed and considered. Please click here to login to check/edit your profile or to upload additional documents.

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