Review Vacancy
TitleAdministrative Assistant 2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $59787 to $72427 Annually
Appointment Type Contingent Permanent
Duties Description 1. Calendar Management
a. Coordinate and manage the Dean’s calendar; schedule in person and zoom meetings with faculty, staff, students and outside constituents; provide Dean with calendar updates including attachments as needed; follow up on meeting requests.
b. Coordinate and manage calendars of staff in the Dean’s Office 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 Dean and staff.
2. General Administrative Support
a. Assist in the preparation of documents for meetings, presentations, ceremonies, and events.
b. Prepare correspondence; format, proof, and mail – to include electronic correspondence.
c. Enter Dean’s signature into documents as directed.
d. Provide administrative support to staff as requested.
e. Order office supplies and maintain supplies.
f. 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 needed.
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.
d. Help insure that faculty and staff ListServs are updated and approve the distribution of communications via ListServs as appropriate.
e. Forward phone and update outgoing message as needed.
f. Monitor and forward as appropriate CNSE 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 knowledge of program area to respond instantly to a variety of procedural and policy questions.)
6. Inventory
a. Make purchases using PCard and/or Requisitions. Maintain accounting records.
b. Help maintain inventory - asset forms, tagging and inventory audits.
7. Facilities
a. Help manage access to CNSE offices and labs – keyed, keypad and swipe entry systems.
b. Submit work orders using AIM.
c. Coordinate parking for visitors.
d. Assist in departmental moves and opening of new spaces.
8. Other
a. Complete required employee trainings (e.g., Skillsoft courses, P card).
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 onboarding activities for new faculty and staff.
d. Assist with administrative tasks related to preparing and maintaining a repository for ABET materials.
e. Assist with administrative tasks related to tenure and renewals.
f. Assist with logistics for College events, including potentially after hours and on weekends.
Performance Criteria and Expectations:
• Accuracy
• Efficiency
• Completion of responsibilities in a timely fashion
• Collegiality and teamwork approach
• Positive approach to work
Minimum Qualifications Candidates must have a reachable score on the University at Albany Administrative Assistant 2 Exam List OR
Be a current NYS employee and have a current permanent appointment with 1 year of service as an Administrative Assistant 2, or in a title eligible to transfer to Administrative Assistant 2 OR
Be a former NYS employee eligible for reinstatement to the title of Administrative Assistant 2
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Additional Comments For instructions on how to apply, please go to: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=189832
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Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml
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