New York Seasonal Jobs

NY HELP Yes

Agency SUNY Oswego

Title Administrative Assistant 1 - English and Creative Writing (NY HELPS)

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 11

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $46306 to $56743 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Oswego

Street Address 7060 State Route 104

City Oswego

State NY

Zip Code 13126

Minimum Qualifications Minimum Qualifications:NY HELPSThis 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 1Six 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, you will automatically advance to Trainee 2.Administrative Assistant Trainee 2One 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 1Two 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.

Duties Description The Department of English and Creative Writing at the State University of New York at Oswego invites applications to fill a full-time permanent, Administrative Assistant 1 position, Grade 11.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. For more information on benefits for full-time CSEA professionals, visit: http://www.suny.edu/benefits/ Date of Appointment: As soon as possible.Description of Responsibilities: Provide administrative support for Chairperson and Directors of three programs (English, Creative Writing, and College Writing), along with 28 additional faculty. Address walk-in, telephone, and email requests from faculty, staff, students and parents for forms, syllabi, information, etc. Assist faculty and students with copying, scanning, printing, faxing, mailing, etc.Personnel• Maintain personnel files for full-time and adjunct facultyo Complete and submit Appointment Formso Complete and submit I-9, W-9 and W-4 formso Complete and submit MyOswego Faculty Services Authorization formo Maintain faculty absence record• Faculty searcheso Collect and organize candidate cover letters, resumes, reference letters, writing samples, etc., submitted via Interview Exchange, Interfolio, email, and hard copyo Coordinate candidate itinerary (adopted template to use as example)o Make hotel reservationso Make dinner reservationso Coordinate transportation for candidateo Ensure candidate completes I-9 and other applicable formso Complete and submit candidate reimbursement forms as necessarySemester• Collect course requests from faculty• Organize course requests for Chair and Directors• Work with Chair and Directors to draft and finalize complete department schedule• Submit final schedule to Registrar's Office• Liasion with Registrar's Office and Extended Learning to make changes and adjustments to schedules and rooms as necessary• Request syllabi from faculty• Collect office hours from all faculty• Assign faculty office space according to schedules/office hours (fit 53 faculty into 27 offices)• Create signs for each office with occupant's name, schedule, office hours, contact information• Update directory for Poucher (all floors)• Organize and mail letters to admitted and transfer students• ENG/CRW/CSS Senior RecognitionBudget• Department and IFR/Summer Accountso Track on department spreadsheeto Keep Chair informed of budget statuso Make purchases via credit card or SUNY Purchasing System (e-reqs)o Process paperwork for reimbursements• Travelo Collect travel requests from facultyo Complete and submit Request for Travel formso Collect travel receipts from facultyo Complete and submit Travel Vouchers for reimbursement• College Foundationo Complete and submit reimbursement requestso Keep Directors apprised of account balanceo Submit donations• Grantso Assist in completing paperwork for grant requestso Track grants on spreadsheeto Complete and submit paperwork for reimbursements and/or purchaseso Complete and submit paperwork for student workers including I-9, W-9, W-4 and timesheets• Visao Purchase standard office supplieso Purchase items as requested by Program Directorso Reconcile Citibank statement and SUNY Purchasing Systemo Submit receipts and reconciliation to FinanceAwards/Contests/Scholarships• Palmer, Barnes, Buckley, Moore, Hallinan, Briand, etc. Awardso Collect information from Registrar's Office regarding student eligibility for awardso Collect names of nominee's from facultyo Notify recipients via formal letters and email of their awardo Create award certificates and obtain appropriate signatureso Submit paperwork for award checkso Have award plaques engraved with recipients' names• Creative Writing Awards Contesto Design and distribution posters and flyers for awardso Collect student submissionso Copy submissions and send to six judges for fiction, non-fiction, formal poem, sonnet, playwriting, and screenwritingo Notify winners via formal letters and emailo Create award certificates and obtain appropriate signatureso Reserve room for awards presentation during Questo Arrange for refreshmentso Create and reproduce awards program for ceremonyo Create PowerPoint slide show for awards ceremony• Deans' Writing Awardso Collect CLAS student submissions and Materials License Agreementso Copy submissions and send to judgeso Collect information from students on attendance at ceremony and guestso Create PowerPoint slide show for awards ceremonyLiving Writers Series and Program Speakers• Make hotel, transportation, and dinner reservations for presenters• Create and distribution flyers and posters for presentations• Track funds transferred from Artswego to CRW and CSS College Foundation Accounts• Complete and submit paperwork for reimbursement to presentersAdvisement• Monitor list of advisors/advisees• Work with Program Director to assign advisors• Update advisor assignments in Banner• Maintain student advisement filesCourse Information• Update and copy course description digital and hard copy booklet each semester• Update and copy Major and Minor worksheets• Update and copy English and Creative Writing information digital and hard copy pamphletLiaison• Maintenance Department - submit work orders for repairs, painting, moving, cleaning, building, etc.• Computer Technology Services - trouble calls, inventory, software upgrades, equipment moves• Registrar's Office and Extended Learning - changes and adjustments to schedules and rooms as necessary• Procurement Department - credit card issues, ordering supplies on-line, e-reqs• Payroll - adjunct salaries, faculty time and attendance• Parking Office - submit names of adjunct and new faculty each semester for parking stickers, request parking passes for visitors, guests, and presentersWeb Page• Keep department webpage up-to-date with contact information• Update faculty office assignments and schedules each semester• Update course offerings each semesterEmail Group Distribution Lists and ListServs• Update every list each semestero Department faculty distribution listo Creative Writing Majors/Minors listservo Department faculty and staff list for scanning on ColorQubeo Post listserv item requests after consulting with chairMeeting Minutes• Attend meetings, take, transcribe and distribute meeting minutes for Chair's Advisory Committee, Creative Writing, and Cinema & Screen StudiesEnglish Honor Society• Honor Society• Work with Director to coordinate activities and communicationRoom Reservations• Coordinate English Department Conference Room reservations• Submit electronic requests for room reservations for classroom activities and event managementManages the front office operations and workflow. Supervises any other office staff in day to day operations.

Additional Comments About SUNY Oswego: Founded in 1861, SUNY Oswego is a public comprehensive university located in Central New York on the beautiful shores of Lake Ontario, 45 minutes from Syracuse. One of 13 comprehensive colleges and universities in the 64-campus State University of New York (SUNY) system, SUNY Oswego is recognized nationally for its academic quality, focus on student success outcomes, and the growing diversity of its student body. Ranked among the top public master's-level universities in the 2023 "Top Regional Universities in the North" by U.S. News and World Report, SUNY Oswego is also recognized among Princeton Review's Best Regional Colleges in the Northeast - an honor bestowed on the SUNY Oswego every year since 2003. Inspired by a shared commitment to excellence and the desire to transcend traditional higher education boundaries, SUNY Oswego provides a transformative experience to about 7,000 undergraduate and graduate students. The university offers preeminent academic programs in the arts and sciences, business, communications, and teacher education, and its success is built on providing students outstanding educational experiences with attention to a liberal arts and sciences foundation, practical applications, interdisciplinary approaches, independent scholarly and creative work, and skills for living in multicultural and global communities. For additional information about SUNY Oswego, visit: https://ww1.oswego.edu/ 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. To see our full non-discrimination policy, please visit: https://www.oswego.edu/human-resources/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 hr@oswego.edu.For Campus Safety information, please see the Annual Security and Fire Report (Clery) here: https://www.oswego.edu/police/annual-report SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. For further policy details, including education and cessation resources, visit: https://www.oswego.edu/human-resources/sites/human-resources/files/tobacco_smoke_free_policy_final.pdf 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 info@oer.ny.gov.

Some positions may require additional credentials or a background check to verify your identity.

Name Human Resources

Telephone 315-312-2230

Fax

Email Address hr@oswego.edu

Address

Street 7060 State Route 104

City Oswego

State NY

Zip Code 13126

Notes on Applying To apply, submit a cover letter, resume, copy of certificates related to qualifications, and contact information for three professional references electronically to: http://oswego.interviewexchange.com/jobofferdetails.jsp?JOBID=131327