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Review Vacancy

Date Posted 02/27/24

Applications Due03/08/24

Vacancy ID152239

NY HELPNo

AgencyUniversity at Albany

TitleAdministrative Assistant 1; Trainee 1 & 2 (NY HELPS)

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 Other (see below)

"Other" Explanation Academic Year: 8:30am-4:30PM<br />Summer: 8:00am-4:00pm

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address University at Albany (Dean's Office School of Public Health)

City Renssealer

StateNY

Zip Code12144

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):

Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements:
Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Administrative Assistant Trainee 2 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements:
One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Administrative Assistant 1, (Salary Grade 11) NO Traineeship / no coursework requirements:
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate's degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):

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 and / 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, Equated Salary Grade 8: 2 Year Traineeship leading to SG-11

Reachable on an appropriate eligible list and / or 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, Equated Salary Grade 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 resumes received that do not meet the above requirements as described will be deemed 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.

Receptionist Duties
• 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

Office Management
• 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

Academic Services
• 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

Facilities/Asset Management
• 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

Budget Duties
• 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

Personnel Management
• 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

Other
• 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=173042
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=173042

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