Job Information
State University of New York at Oswego Administrative Assistant 1 (NY HELPS) - Curriculum & Instruction (Assistant to the Chair) in Oswego, New York
Location: Oswego, NY Category: Classified Posted On: Tue Oct 5 2021 Job Description:
The Department of Curriculum and Instruction 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: October 5, 2021; Revised: June 10, 2024
Review Date: Review of applications will begin immediately and will continue until the position is filled.
Salary: $46,306/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefit package. Please click here (https://www.suny.edu/benefits/) for more information on benefits for full-time CSEA professionals.
Date of Appointment: As soon as possible.
Description of Responsibilities:
Assist the Chair with all aspects of the budget, including the following, which must be kept up-to-date, and accurate:
Yearly Department State Allocation IFR Account Management
Continuing Education Summer Account
C & I Foundation Account
OTPS, Temporary Service, and Recharge allocations
Assist the Chair with the following personnel issues:
DSI, Continuing/Term Appointments, and Promotions. Assist Department Committees as needed
Process Annual/Semester Appointments for new tenure-line faculty, full-time temporary faculty and part-time adjuncts, as well as extra service forms.
Process all Travel forms; assist faculty as needed
Maintain Department Office and Coordinate Office Needs:
Maintain office records
Supervise Office Assistant 1 (Keyboarding)
Supervise/Schedule Work/Study students
Order supplies from off-campus and Stores
Coordinate Faculty Communication with the Department Chair, each other, and staff
Answer the Phone, take messages and refer callers to appropriate office/person as necessary.
Maintain office equipment; assist faculty in using fax and copiers when needed
Work with Advisement Coordinator
Assist in record keeping (student data base & advisor assignment lists)
Assist in keeping department advisement web page updated and accurate
Assist the Chair with the following coordination and scheduling:
Scheduling of classes for Fall, Spring and Summer. Meet appropriate deadlines, coordinate faculty requests. This is a constant process to keep information up-to-date and accurate.
Bi-monthly Department Meetings (Agenda and Minutes)
Requests from the Dean or Provost
Assist Faculty with various Grants
Order materials as per the grant; assist with temporary service student payroll
Job Requirements:
NY HELPS
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 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
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
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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1 title, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2
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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
Administrative Assistant 1
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.
Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.
Competitive Minimum Qualifications (Non-NY HELPS):
Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, 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 starting salary $34,831 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $38, 875) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.
Trainees will be required to take four mandatory courses 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: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm
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:
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
315-312-2230
HR@oswego.edu