NY HELPYes

AgencySUNY Old Westbury

TitleAdministrative Assistant 1

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 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 Nassau

Street Address 223 Storehill Road

City Old Westbury

StateNY

Zip Code11568

Duties Description According to Civil Service Standards, but particularly provide administrative, technical, and customer-service support to the Director of Admissions and the admissions team in the Office of Admissions. The incumbent will play a key role in ensuring efficient office operations, positive visitor experiences, and accurate data management within a fast-paced, technology-driven enrollment environment. Duties include but not limited to the following as below:

Administrative Support to the Director of Admissions-

Manage and maintain the Director's digital calendar, appointments, and scheduling workflow.
Organize and routes incoming correspondence, including email, digital documents, and physical mail.
Composes, types, and distributes meeting notes, correspondence, and reports.
Coordinate meeting logistics, including agendas, materials, and follow-up documentation.

Office Operations & Support-

Provide administrative and clerical support to the Admissions team in a timely and organized manner.
Maintain office-wide calendars, recruitment schedules, and staff availability using current scheduling software.
Tracks and maintain inventory of office supplies, printed materials, and promotional items; submit orders as needed.
Serve as the first point of contact for visitors and callers, offering courteous and accurate information and directing inquiries appropriately.
Greet and assist prospective students, families, and campus guests, ensuring a welcoming office environment.
Sets up and manages paper and electronic filing systems. Uses various information technology applications such as email, database, spreadsheets and word processing applications.
Coordinate travel logistics, including reservations and requests for state vehicles, following institutional travel procedures.
Maintain Admissions, Recruitment, and Student Ambassador budget records, tracking expenditures and preparing routine budget summaries.
Prepare and distribute monthly office activity reports and data summaries.

Communications & Outreach-

Assist in the planning, execution, and tracking of direct communication campaigns, including email, print mailings, and digital outreach.
Update and maintain mailing lists for high schools, counselors, community organizations, and partner programs.
Monitor general Admissions email inboxes, forwarding inquiries to relevant team members and ensuring timely follow-up.
Support the coordination of student-tracking projects, ensuring accuracy and data integrity across platforms.

Project Coordination & Special Initiatives-

Coordinate major mail distributions, digital campaigns, and cyclical admissions projects to ensure they are completed accurately and on schedule.
Support on-campus and virtual recruitment events as needed.
Assist with the planning, coordination, and execution of Open House, Accepted Student Days, and Orientation programs, including event logistics, communication, and day-of support.
Assist with onboarding, scheduling, and communication for Student Ambassadors.
Perform special projects and additional duties as assigned by the Director of Admissions to support recruitment and enrollment goals.

Minimum Qualifications Competitive: Candidates must meet one of the following criteria:

• Promotional - A current employee who is reachable on the appropriate Administrative Assistant 1 promotional list.
• Open Competitive - Must be reachable for appointment on the appropriate NY State Civil Service eligible list for this title as an Administrative Assistant 1.
• Agency Transfer – Candidates must be permanently appointed in the title of an Administrative Assistant I, transferring from another State agency.
• Transfer to Administrative Assistant 1 - Candidates must have one year of permanent competitive service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework.
• Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
• Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm.

Traineeship: To advance to the full performance level of this title, you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 1, you will automatically advance to Trainee 2. Upon satisfactory completion of the 12-month training as a Trainee 2, you will advance to the full level of this title without further examination.

Non-competitive: high school diploma or high school equivalency diploma; and 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 management of an office.

Additional Comments 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 may be 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 a future date, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

The successful candidate must be authorized to work in the United States. In addition to the annual salary, the position is eligible to receive $4,000 downstate location pay.

Some positions may require additional credentials or a background check to verify your identity.

Name Chaitali Kotwal

Telephone 516-876-3179

Fax 516-876-3209

Email Address hr@oldwestbury.edu

Address

Street PO Box 210

City Old Westbury

State NY

Zip Code 11568

Notes on ApplyingIf you are interested in applying for this position, please visit the SUNY Old Westbury website at https://www.oldwestbury.edu/ and select Jobs & Careers (at the bottom of the home page). Please click Administrative Assistant 1 (Enrollment) under Classified and follow the instructions.