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Review Vacancy

Date Posted 08/01/23

Applications Due08/01/25

Vacancy ID136375

AgencySUNY Oswego

TitleAdministrative Assistant 1 - School of Education Dean's Office

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $44957 to $55093 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


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


Zip Code13126

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:

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.

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 School of Education Dean's Office 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:

Date of Appointment: As soon as possible.

Description of Responsibilities:

Provide administrative support for the SOE Dean's Office:
• Provide administrative support for the Associate Deans and provide support and oversight of their calendars
• Maintain and update the calendars for the SOE and manage reservations for the Dean's Conference Room, Park 305; make reservations for rooms/space as requested by the SOE leadership team, faculty, and staff.
• Support the SOE Dean's Office programs, events, and meetings as needed by the Associate Deans and Dean
• In partnership with the Administrative Assistant to the Dean, take minutes at a variety of SOE meetings and distribute minutes for review as appropriate
• Assist students with inquiries regarding SOE policies and procedures regarding academic warning, disqualification, and readmission
• Provide organizational support for tracking student requests for readmission, and the corresponding documents including transcripts, review forms, appeal letters, etc.; serve as the liaison between the academic department and Associate Dean during readmission review, and send formal communication regarding readmissions decisions
• Maintain databases related to students' academic standing, schedule meetings between students and the Associate Dean, liaise between the SOE Dean's Office and Registrar regarding academic standing and disqualification, and oversee communication for academic warning, disqualification, and appeal
• Support annual catalog updates
• Update and maintain the SOE website with input from the SOE Dean, Associate Dean, department chairs, directors, and program coordinators
• Initiate annual auditing of the SOE website to ensure accurate and up-to-date information
• Serve as the point of contact for individuals calling or emailing the SOE Dean's Office at; assist faculty, students, parents, and other offices through face-to-face, phone, and email interactions

Support SoE program documentation:
• Support Associate Deans, department chairs, and program coordinators/directors in developing and updating/revising programs of study within the SoE
• Maintain documentation of NYSED registered programs (new and revised)
• Maintain database of course outlines associated with a program
• Help maintain up to date faculty and staff CVs/resumes

In partnership with the Associate Dean of the SOE, oversee and manage student scholarships:
• Verify accuracy of 25+ scholarship descriptions
• Assist in scheduling, preparing materials, and documenting scholarship review team meetings
• Build and maintain a tracking system for the review of eligible applicants by the Associate Dean
• Assist in utilizing client relationship management tools to confirm students' level of financial need, award eligibility, and completeness of applications

Support the School of Education assessment and accreditation activities:
• In collaboration with the SOE's Data Manager, assist with data entry and management in the Tk20 system. Support account activation, management, and reconciliation of Tk20 and associated coding in Banner
• Support documentation of SOE meeting agendas and instructional materials in Tk20 toward accreditation and accountability reporting
• Assist the Data Manager in maintaining Tk20/Watermark for all matriculated SOE students; utilize Argos to identify students who need Tk20 accounts
• Monitor students who withdraw from SOE majors to facilitate refunds
• Facilitate distribution of NYSED e-vouchers for NYSTCE, as appropriate
• Provide information to current students and alumni related to their certification status in the TEACH system

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:

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:

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

For Campus Safety information, please see the Annual Security and Fire Report (Clery) here:

SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. For further policy details, including education and cessation resources, visit:

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

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

Name Human Resources

Telephone 315-312-2230


Email Address


Street 7060 State Route 104

City Oswego

State NY

Zip Code 13126


Notes on ApplyingTo apply, submit a cover letter, resume, copy of certificates related to qualifications, and contact information for three professional references electronically to:

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