NY HELP Yes

Agency University at Albany

Title Administrative Assistant 1; Trainee 1 & 2 (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 Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Other (see below)

"Other" Explanation Academic Year: Monday - Friday, 9:00 AM - 5:00 PMSummer: Monday - Friday, 8:00 AM - 4:00 PM

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address University at Albany (Department of Nanoscale Science and Engineering))

1400 Washington Ave

City Albany

State NY

Zip Code 12203

Duties Description 1. Calendar Managementa. Coordinate and manage the Chair’s calendar; schedule in person and zoom meetings with faculty,staff, students, and outside constituents; provide Chair with calendar updates including attachmentsas needed; follow up on meeting requests.b. Coordinate and manage calendars of staff in the Department as requested; schedule in person andzoom meetings, with faculty, staff, students, and outside constituents.c. Track important dates and deadlines and provide reminders to faculty and staff.2. General Administrative Supporta. Assist in the preparation of documents and maintain handouts for meetings, presentations,ceremonies, and promotional events.b. Prepare correspondence; format, proof, and mail – to include electronic correspondence.c. Enter Chair’s signature into documents as directed.d. Provide administrative support to staff as requested.e. Order office supplies and maintain supplies.f. Submit textbook orders, and request desk/exam copies.g. Act as liaison with other University offices and departments.3. Meeting arrangementsa. Reserve conference rooms using university virtual event management system.b. Arrange and manage catering services for interviews, meetings, events and conferences whenneeded.c. Assemble materials for meetings as requested.d. Draft agendas and itineraries as requested.4. Manage mail/electronic communicationsa. Receive and distribute or redirect to the appropriate faculty or staff member in a timely manner.b. Prepare outgoing mail.c. Maintain Outlook distribution lists and update lists each semester.d. Maintain faculty and staff ListServs and distribute communications via ListServs.e. Forward phone and update outgoing message as needed.f. Monitor and forward as appropriate department Outlook Mailbox.5. Receptionist Responsibilitiesa. Staff the reception area maintaining a presence in the department suite to support traffic.b. Assist faculty, staff, students, and visitors in a professional, respectful, and courteous manner.c. Answer and direct/refer phone calls to the appropriate faculty or staff member and initiate referralswhere applicable based on callers’ needs.d. Respond to questions from students, faculty, and general public concerning programs, policy andprocedure. Refer most complex questions to appropriate faculty or staff. (i.e., must have significant knowledge of program area to respond instantly to a variety of procedural and policyquestions.)6. Inventorya. Make departmental purchases using PCard and/or Requisitions. Maintain accounting records.b. Handle departmental purchasing, coordinating with faculty and staff.c. Help maintain inventory - asset forms, tagging and inventory audits.7. Facilitiesa. Coordinate maintenance and service on all office equipmentb. Manage access to department offices and labs – keyed, keypad and swipe entry systems.c. Help oversee lab facilities including access, supplies, safety training, etc.d. Submit work orders using AIM.e. Coordinate parking for visitors.f. Assist in departmental moves and opening of new spaces.8. Othera. Complete required employee trainings (e.g., Skillsoft courses, P card, Scheduling).b. Make travel arrangements for candidates, visitors and guests; assist faculty with travel policies andprocedures; assist with reimbursements; manage Travel Card.c. Assist with course scheduling, using appropriate software and forms.d. Assist with onboarding activities for new faculty and staff.e. Assist with administrative tasks related to preparing and maintaining a repository for ABETmaterials.f. Assist with administrative tasks related to tenure and renewals.

Minimum Qualifications 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.Substitution:Certification (e.g., IAAP Certified Administrative Professional) or associate's 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):Administrative Assistant 1, SG-11: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 ORReachable 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. ORHave a current permanent appointment with 1 year of service as an Administrative Assistant 1 ORBe 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-11Reachable 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-11Successful 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.Any resumes received that do not meet the above requirements as described will be deemed unqualified.-Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community-Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role-Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements.

Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=184253Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml

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

Name Office of Human Resources

Telephone 518-437-4700

Fax 518-437-4731

Email Address classifiedjobs@albany.edu

Address

Street University at Albany

1400 Washington Avenue, UAB 300

City Albany

State NY

Zip Code 12222

Notes on Applying To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=184253