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, 8:30 AM - 4:30 PMSummer: Monday - Friday, 8:00 AM - 4:00 PM

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address University at Albany (Dean's Office - College of Arts&Sciences/University Senate

1400 Washington Ave

City Albany

State NY

Zip Code 12203

Duties Description • 50% of time: Administrative, reception, and clerical support to the Dean’s Office, Departments, and Units within the College of Arts and science1. Reception and Administrative Support: a) Provide primary administrative support to the Associate Deansb) Provide customer service by answering phones, greeting guests, answering emails, and providing responses to various inquiriesc) Assist with processing various administrative transactions, such as personnel transactions (hiring paperwork, evaluations, appointment forms), facility workorders, ITS tickets, etc. d) Makes travel arrangements and bookings for staff and manage and process travel reconciliationse) Compose, type, prepare, and distribute meeting notes, correspondence, and reports f) Take meeting minutesg) Maintain staff calendars and schedule meetings and appointmentsh) Create, maintain, and enter data into spreadsheets and databases.i) Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremoniesj) Run queries in PeopleSoft, Business Intelligence, Academic Analytics, and other systems, as neededk) Manage projects or contribute to committee or teamworkl) Assist with opening and closing office procedures2. Purchasing, Budget, Personnel: a) Assist with purchasing office supplies, equipment, and other items using a procurement card, purchase requisition, or direct billb) Assist with monitoring and reconciling accounts and processing budgetary transactions3. Academicsa) Assist with various academic transactions, such as course scheduling, scheduling changes, classroom and space requests, curricular and program changes, monitoring and adjusting class sizes, etc. b) Assist with translations related to adjunct instructor and graduate assisting hiring and appointments4. Other reasonable duties as assigned consistent with the Administrative Assistant 1 classification standard• 50% of time: Administrative and clerical support to the University Senate1. Meeting Supporta) Attend the Senate, Executive Committee (SEC) and Governance Council meetingsb) Record and prepare meeting notes of Senate, SEC and GOVc) Set up meetings and send out meeting invitations as requestedd) Set up and Zoom links in meetings as requested2. Senate Legislation Support a) Send legislation requests from Senate Chair to President via Chief of Staff for approval of legislation passed at each Senate meeting using standard letterb) Forward President’s decisions regarding legislation to the Provost, Undergraduate Dean and Graduate Dean and relevant constituencies per Senate Chairc) Maintain log of Senate legislationd) Post status updates on Senate legislation webpage3. Manage the Senate website including postings as follows: a) Senate, SEC and GOV meeting schedules, agendas and minutes prior to each Senate meetingb) Senate, SEC, and GOV approved minutes after each meeting c) Status updates to Senate legislation and historyd) Updates to Senate, SEC, GOV and council and committee membershipse) Post Senate, SEC, and GOV meeting schedules, agendas, and minutes to Senate website4. Other Administrative Supporta) Obtain changes in council memberships from Senate Secretary for updating on website, contact lists (listserv)b) Assist Senate Officers with various communications c) Make room reservations as requested/creation of Zoom registration/meeting links, Senate event coordinationd) Ensure that councils submit items directly through Teams for archivinge) Assist with logistics for the SUNY-wide Plenary when scheduled to be hosted by the University at Albany f) Maintain changes in Senate historical documents for submission to Archivist: history of chairs, committee members, deans’ reps, etc. (list documents…)5. Other reasonable duties as assigned consistent with the Administrative Assistant 1 classification standardPreferred Qualifications:• Ability to understand and use common office record keeping and filing systems and processes.• Ability to effectively utilize the Microsoft Office suite (Word, Excel, Outlook, PowerPoint, Access), other databases and electronic data systems, and Microsoft Teams and Zoom• Ability to read, understand and interpret regulations, procedural manuals and other documents used in routine office processing.• Ability to use common office equipment including equipment having alphanumeric keyboards, photocopiers, calculators and CRT's.• Ability to perform task effectively within prescribed time frames.• Ability to communicate effectively in writing and orally.• Ability to maintain confidentialityPreferred Qualifications (qualifications preferred above and beyond the minimum qualifications): • 1 to 2 years of experience providing Administrative Support within a Higher Education environment

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, please visit: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=186136Federal 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, please visit: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=186136