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 Overview - The Administrative Assistant 1 for the School of Public Health will provide administrative support for the school’s academic programs and services. This includes supporting the administrative needs related to academic affairs and providing administrative and clerical support for the activities and events of the School.
The incumbent will report directly to the Vice Dean and provide secretarial and clerical support across the School. Coordination of duties and responsibilities will include administrative team meetings to assure priorities are identified and the Administrative Assistant 1 has clear guidance and support for their work.
• Answer phones and greet visitors
• Refer phone calls and walk-in guests to appropriate individuals as necessary
• Check and respond to email received in academic program-related inboxes as requested
• Distribute SPH mail daily during assigned weeks
• Provide administrative support to academic departments and programs, including creating and maintaining student files, department files, maintaining faculty rosters, collecting faculty CVs, and updating faculty and student email lists
• Maintain files in support of school-wide and department academic committees, including Graduate Academic and Curriculum, Personnel, MPH, PhD, Admissions, and Recruitment committees
• Maintain inventory of office supplies, prepare order lists as needed
• Ensure copiers are in working condition, have enough paper, toner, etc., and arrange for service and regular scheduled maintenance
• Submit requests related to phone/voice mail activation and changes to Vice Dean
• Provide general information and assistance to students regarding academic and departmental policies and procedures; refer student inquiries to appropriate departmental faculty, graduate program directors, or academic program directors as needed
• Participate in advance registration process; communicate process timeline to students and faculty; run advisement numbers (AVNs) and input course permission numbers to master spreadsheet used to generate notification emails
• Maintain course waitlists
• Assist in tracking and submitting student milestones and internship credit waiver outcomes
• Support the degree clearance process; submit required documentation for graduating students at the end of each semester
• Collect course syllabi at start of each semester and to applicable academic affairs contact(s)
• Schedule space for course-related purposes such as breakout sessions and/or classroom changes
• Submit course scheduling change forms as requested
• Assist in transfer credit request process and route requests for review and processing
• Assist with identifying webpages to be updated and collecting faculty updates for the website; ensure documents hosted on the website are up-to-date, accurate, and accessible for students
• Assist with distribution of keys for new faculty and academic department staff
• Submit property maintenance requests through the Vice Dean
• Submit card access requests to department suites for new faculty and staff and department-based graduate assistants to Aramark, based on information provided by administrative managers; maintain roster of students with access
• Assist tracking OEM equipment inventory and maintaining on-site records for academic units
• Prepare Purchase Requisitions as requested
• Review travel reimbursement forms prepared by faculty and staff for completeness, as needed; provide travel expense information to respective contact
• Oversee preparation and processing of all payments for honoraria
• Provide support in hiring of graduate assistants and student assistants, including creating student assistant positions in the Student Hiring Portal and processing hires; distribute notice of required hiring paperwork by email
• Facilitate process for verifying student assistant hours
• Request updated contact information from faculty in fall semester; record changes as needed
Scheduling and Meeting/Event Support
• Schedule meetings for department chairs, program directors and faculty as needed; schedule rooms or set up virtual meetings (Zoom, Teams) or reserve meeting space
• Take minutes of academic department faculty meetings as assigned; a schedule of meetings will be established at the start of each semester
• Schedule doctoral candidate interviews with the respective department admissions committees
• Assist with the coordination of prospective doctoral student visits, faculty recruitment visits, student recruitment events, and departmental speaker events and special guests. Duties to include:
o Submit event information provided by visit organizer to SPH Communications Manager
o Place catering orders through Sodexo, when appropriate, assuring event organizer review and sign off
o Arrange campus space through the Event Management System (EMS)
o Identify travel options for guest speakers; share with event organizer and guest
o Prepare honorarium requests
o Provide support for faculty searches, including distributing candidate materials to appropriate SPH community members (not search committee) scheduled to meet with candidates, assist with travel arrangements, as appropriate, such as identifying options for overnight accommodations and ground transportation, and assist coordinating and preparing applicant travel reimbursement paperwork
• Assist with scheduling events and visitors to NYSDOH-based BMS and EHS department locations, arranging access for visitors as needed
• Use PeopleSoft and other university systems as required to perform above responsibilities
• Maintain professional conduct and communication in all work matters
• Assist with school-wide events (i.e., Accepted Student Day, New Student Orientation, on-site open houses, Poster Day) as needed: preparing name tags, assembling gift bags, checking-in guests
Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=170308
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