State University of New York at Oswego Administrative Assistant 1 - Educational Opportunity Program in Oswego, New York
Location: Oswego, NY Category: Classified Posted On: Tue Nov 14 2023 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 (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:
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:
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
Hire, train, and supervise desk attendants for the front desk
Manage EOP laptop and calculators loaner paperwork
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
Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.
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: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm
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.
Permanent competitive or 55b/c service as an Administrative Assistant 1.
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.
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 (https://www.oswego.edu/human-resources/non-discrimination-policy) 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 315-312-2230 or emailing firstname.lastname@example.org.
For Campus Safety information, please click here (https://www.oswego.edu/police/annual-report) to see the Annual Security and Fire Report (Clery).
SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here (https://www.oswego.edu/human-resources/sites/human-resources/files/tobacco_smoke_free_policy_final.pdf) 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) 474-6988 or via email at email@example.com.
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: