Review Vacancy
TitleAdministrative Assistant 1, SG 11 or Admin Asst. Trainee 1, SG 8 or SG 9* Sport Management Department
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $34831 to $41130 Annually
Minimum Qualifications 1) For AA 1, SG 11 title, you must hold or have held the title of Administrative Assistant 1 (formerly Secretary 1) or be reachable on the full-time NYS Civil Service list and respond to canvass letter that will be sent to people on the eligible list.
2) For AA1 Trainee, SG 8, you must be reachable on an appropriate eligible list or eligible to transfer and, if transferring from a non-keyboarding title, proof of passing a keyboarding test. (EX- OA 1, OA 2, OA 3, and Library Clerk 2 & 3 titles) Transfer eligibility requires that you have served 1 full year in your current title.
*If you are currently in a SG 9 title, you will enter the Trainee 1 position at your current SG 9 salary.
Duties Description Summary: The incumbent acts as the principal administrative support person to the Sport Management Department within the School of Professional Studies. The position provides secretarial and administrative services to the department chair and faculty to increase the effectiveness of the department. The services provided include communication, coordination, organization and records maintenance.
Major Responsibilities:
Office Manager/Administrative Duties
Organize and coordinate the administrative activities of the department including, but not limited to, the following:
1. Open, review, sort and distribute mail and act independently on following through with requests.
2. Answer phone and greet students/faculty/staff visitors. Respond to programmatic/departmental questions (e.g. department programs, applicants applying for adjunct teaching positions, procedural questions, general questions, and faculty questions pertaining to office procedures/policy, etc.).
3. Schedule chair’s appointments and maintain chair’s calendar. Arrange meetings for chair and faculty.
4. Organize department faculty searches (including submitting vacancy announcements, acknowledging applications, organizing files, arranging travel and accommodations, scheduling interviews, etc.).
5. Process travel forms and assist with travel arrangements for chair and faculty.
6. Type, proofread, and edit instructional materials, correspondence, reports, research papers, grants, meeting minutes, etc. Compose letters for faculty signature. Create and modify, as needed, departmental forms and brochures.
7. Maintain department equipment inventory; order textbooks, instructional supplies, and equipment; and maintain office supplies.
8. Monitor and track campus deadlines pertinent to departmental needs.
9. Review outgoing correspondence for accuracy, completeness, follow-up, etc. Send required attachments and informational packets as appropriate.
10. Transmit information from department chair to faculty, either verbally or in written form.
11. Prepare reports as needed by the department, including but not limited to, undergraduate and graduate enrollment reports, applicant reports, search reports, budget reports, accrual rosters, CTE’s, etc.
12. Create, modify, and maintain departmental records and filing systems either electronically or paper file. (Records include, but are not limited to: office correspondence, annual reports, student folders, CTEs, budgets, book order requests, faculty accrual rosters and student timesheets, and adjunct search materials.)
13. Assist in the selection and train, supervise and delegate tasks to work study and/or temp service students.
Some positions may require additional credentials or a background check to verify your identity.