1400 Washington Ave
Minimum Qualifications MINIMUM REQUIREMENTS:
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 OR
Reachable on an appropriate eligible list 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. OR
Have a current permanent appointment with 1 year of service as an Administrative Assistant 1 OR
Be 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, SG-8: 2 Year Traineeship leading to SG-11
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, SG-10: 1 Year Traineeship leading to SG-11
Successful 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 applications received that do not meet the above requirements as described will be considered unqualified.
Duties Description The School of Education Administrative Assistant I (AAI) will help to ensure the efficient operation across units under the direction of the Dean’s Office, by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work/communication coordination; customer service; fielding of questions; information gathering; and compilation of reports. Resolve students’ administrative problems and needs; Process university, school, and department forms; Refer students, as appropriate, to departmental staff/faculty, advisors, PIE, etc.; Provide AVNs at the request of department coordinators; Generate and distribute CPNs, per department coordinator needs; Stay apprised of meetings and event schedules, assist as needed with room reservations and set-up; Serve as contact person for students and faculty regarding program information and university rules and regulations; Provide general office support, as needed (respond to calls, filing, scanning, copying, mail distribution); Make all necessary scheduling changes in courses, as requested
Maintain electronic files for all syllabi; Maintain electronic files of CVs; Complete paperwork for registrar’s office; Complete/process transfer of credit and advanced standing paperwork; Assist faculty with travel related questions, reconciliations, and reimbursements; Work with all adjuncts and TAs: includes copying requests, exams, phone calls, office space, etc; Create and maintains department files for students, faculty and adjuncts, as needed; Maintain dissertations: electronic files; Manage room reservations; Assist with Academic Council record keeping; Generate final grades report on Peoplesoft and maintain file of these reports; Generate enrollment reports on Peoplesoft; Generate and file transcripts for Doctoral students; Input advisors for Doctoral students; Manage departmental course evaluations each semester; Coordinate textbook orders with bookstore; Assist with doctoral and MS program admissions; Collect tuition award forms and enter into Peoplesoft, GA/TA spreadsheet; Provide coverage for other divisions within department during absences, vacations as needed; Perform special projects as assigned
Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=170301
Federal 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.
1400 Washington Avenue, UAB 300