Review Vacancy
TitleAdministrative Assistant 1 - English and Creative Writing
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $44957 to $55093 Annually
Minimum Qualifications Minimum Qualifications:
Candidates must be permanent competitive or 55b/c employees of New York State to be eligible to apply for this position.
Permanent Appointment:
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 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.
Reassignment:
Permanent competitive or 55b/c service as an Administrative Assistant 1.
Provisional Appointment:
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.
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: $ 44,957/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 faculty
o Complete and submit Appointment Forms
o Complete and submit I-9, W-9 and W-4 forms
o Complete and submit MyOswego Faculty Services Authorization form
o Maintain faculty absence record
• Faculty searches
o Collect and organize candidate cover letters, resumes, reference letters, writing samples, etc., submitted via Interview Exchange, Interfolio, email, and hard copy
o Coordinate candidate itinerary (adopted template to use as example)
o Make hotel reservations
o Make dinner reservations
o Coordinate transportation for candidate
o Ensure candidate completes I-9 and other applicable forms
o Complete and submit candidate reimbursement forms as necessary
Semester
• 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 Recognition
Budget
• Department and IFR/Summer Accounts
o Track on department spreadsheet
o Keep Chair informed of budget status
o Make purchases via credit card or SUNY Purchasing System (e-reqs)
o Process paperwork for reimbursements
• Travel
o Collect travel requests from faculty
o Complete and submit Request for Travel forms
o Collect travel receipts from faculty
o Complete and submit Travel Vouchers for reimbursement
• College Foundation
o Complete and submit reimbursement requests
o Keep Directors apprised of account balance
o Submit donations
• Grants
o Assist in completing paperwork for grant requests
o Track grants on spreadsheet
o Complete and submit paperwork for reimbursements and/or purchases
o Complete and submit paperwork for student workers including I-9, W-9, W-4 and timesheets
• Visa
o Purchase standard office supplies
o Purchase items as requested by Program Directors
o Reconcile Citibank statement and SUNY Purchasing System
o Submit receipts and reconciliation to Finance
Awards/Contests/Scholarships
• Palmer, Barnes, Buckley, Moore, Hallinan, Briand, etc. Awards
o Collect information from Registrar's Office regarding student eligibility for awards
o Collect names of nominee's from faculty
o Notify recipients via formal letters and email of their award
o Create award certificates and obtain appropriate signatures
o Submit paperwork for award checks
o Have award plaques engraved with recipients' names
• Creative Writing Awards Contest
o Design and distribution posters and flyers for awards
o Collect student submissions
o Copy submissions and send to six judges for fiction, non-fiction, formal poem, sonnet, playwriting, and screenwriting
o Notify winners via formal letters and email
o Create award certificates and obtain appropriate signatures
o Reserve room for awards presentation during Quest
o Arrange for refreshments
o Create and reproduce awards program for ceremony
o Create PowerPoint slide show for awards ceremony
• Deans' Writing Awards
o Collect CLAS student submissions and Materials License Agreements
o Copy submissions and send to judges
o Collect information from students on attendance at ceremony and guests
o Create PowerPoint slide show for awards ceremony
Living 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 presenters
Advisement
• Monitor list of advisors/advisees
• Work with Program Director to assign advisors
• Update advisor assignments in Banner
• Maintain student advisement files
Course 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 pamphlet
Liaison
• 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 presenters
Web Page
• Keep department webpage up-to-date with contact information
• Update faculty office assignments and schedules each semester
• Update course offerings each semester
Email Group Distribution Lists and ListServs
• Update every list each semester
o Department faculty distribution list
o Creative Writing Majors/Minors listserv
o Department faculty and staff list for scanning on ColorQube
o Post listserv item requests after consulting with chair
Meeting Minutes
• Attend meetings, take, transcribe and distribute meeting minutes for Chair's Advisory Committee, Creative Writing, and Cinema & Screen Studies
English Honor Society
• Honor Society
• Work with Director to coordinate activities and communication
Room Reservations
• Coordinate English Department Conference Room reservations
• Submit electronic requests for room reservations for classroom activities and event management
Manages 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.