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 1. Calendar Management
a. Coordinate and manage the Chair’s calendar; schedule in person and zoom meetings with faculty,
staff, students, and outside constituents; provide Chair with calendar updates including attachments
as needed; follow up on meeting requests.
b. Coordinate and manage calendars of staff in the Department as requested; schedule in person and
zoom meetings, with faculty, staff, students, and outside constituents.
c. Track important dates and deadlines and provide reminders to faculty and staff.
2. General Administrative Support
a. Assist in the preparation of documents and maintain handouts for meetings, presentations,
ceremonies, and promotional events.
b. Prepare correspondence; format, proof, and mail – to include electronic correspondence.
c. Enter Chair’s signature into documents as directed.
d. Provide administrative support to staff as requested.
e. Order office supplies and maintain supplies.
f. Submit textbook orders, and request desk/exam copies.
g. Act as liaison with other University offices and departments.
3. Meeting arrangements
a. Reserve conference rooms using university virtual event management system.
b. Arrange and manage catering services for interviews, meetings, events and conferences when
c. Assemble materials for meetings as requested.
d. Draft agendas and itineraries as requested.
4. Manage mail/electronic communications
a. Receive and distribute or redirect to the appropriate faculty or staff member in a timely manner.
b. Prepare outgoing mail.
c. Maintain Outlook distribution lists and update lists each semester.
d. Maintain faculty and staff ListServs and distribute communications via ListServs.
e. Forward phone and update outgoing message as needed.
f. Monitor and forward as appropriate department Outlook Mailbox.
5. Receptionist Responsibilities
a. Staff the reception area maintaining a presence in the department suite to support traffic.
b. Assist faculty, staff, students, and visitors in a professional, respectful, and courteous manner.
c. Answer and direct/refer phone calls to the appropriate faculty or staff member and initiate referrals
where applicable based on callers’ needs.
d. Respond to questions from students, faculty, and general public concerning programs, policy and
procedure. Refer most complex questions to appropriate faculty or staff. (i.e., must have significant knowledge of program area to respond instantly to a variety of procedural and policy
a. Make departmental purchases using PCard and/or Requisitions. Maintain accounting records.
b. Handle departmental purchasing, coordinating with faculty and staff.
c. Help maintain inventory - asset forms, tagging and inventory audits.
a. Coordinate maintenance and service on all office equipment
b. Manage access to department offices and labs – keyed, keypad and swipe entry systems.
c. Help oversee lab facilities including access, supplies, safety training, etc.
d. Submit work orders using AIM.
e. Coordinate parking for visitors.
f. Assist in departmental moves and opening of new spaces.
a. Complete required employee trainings (e.g., Skillsoft courses, P card, Scheduling).
b. Make travel arrangements for candidates, visitors and guests; assist faculty with travel policies and
procedures; assist with reimbursements; manage Travel Card.
c. Assist with course scheduling, using appropriate software and forms.
d. Assist with onboarding activities for new faculty and staff.
e. Assist with administrative tasks related to preparing and maintaining a repository for ABET
f. Assist with administrative tasks related to tenure and renewals.
Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=170307
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