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Review Vacancy

Date Posted 11/28/23

Applications Due12/08/23

Vacancy ID144901

AgencyUniversity at Albany

TitleAdministrative Assistant 1

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 Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 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 (Art & Art History)

1400 Washington Ave

City Albany

StateNY

Zip Code12203

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 ACADEMIC SUPPORT: Complete CAS teaching template; Assist with the online graduate application system “Slate,” as needed; Input course schedules for fall, spring, summer and winter terms on PeopleSoft, after submitting completed schedules to Chair and Program Director for approval; Generate reports from PeopleSoft for undergraduate majors and graduate students and disseminate information as appropriate; Provide general assistance during transfer student conferences; Prepare updated enrollment information for transfer conference advisers; Assist program directors in scheduling and preparing informational materials for students and faculty.
BUDGET: Oversee, monitor and manage expenditures on Excel/Access from departmental budget accounts. Utilize All Funds Analytics to monitor and reconcile accounts; Process purchases and payment (Purchase Orders, University at Albany Foundation, VISA); assist faculty and staff with purchases and travel-related arrangements / reimbursements and paperwork; Develop departmental spending plan with the assistance of the Department Chair; project expenses for upcoming fiscal year; Monitor and process life model payments, visiting artist / art historian payments; distribute paychecks; Make available budget information to area and program heads on a monthly basis and to the Chair upon request.
RECEPTION DUTIES: Greet visitors and answer all calls and emails, acting as a take-charge person to promote the smooth operation of the Department and welcoming public reception to Fine Arts Building ; Sort mail, create correspondence, and maintain a working relationship with other offices on campus; Answer questions from students in Art, Art History and Film Studies and/or refer them to the appropriate faculty member as needed.
MISCELLANEOUS: Assist with departmental Commencement preparations (when appropriate); Serve as departmental liaison with other University Offices (e.g., Accounting, Purchasing, Registrar).

Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=170303
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.

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 Applyinghttps://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=170303

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