Review Vacancy
TitleAdministrative Assistant 1, SG 11 or Admin Asst. Trainee 1, SG 8 or SG 9* Geology/Physics 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: Secretary to the Geology and Physics Departments. Secretary provides valued support and assistance to the departments’ educational and research missions. In combination, the departments have ten full-time tenure/tenure track faculty, two full-time lecturers, a shared Instructional Support Technician, and five to six adjunct instructors.
Major Responsibilities:
1. Support of teaching/instructional function:
a. Duplication of examinations, course outlines, laboratory exercises and manuals, and syllabi and other handouts as required by both departments.
b. Provide secretarial support for special instructional programs that either generate tuition income or academic credit hours: e.g., Brauer summer ?eld geology program, Planetarium activities, etc.
c. Provide secretarial support for the Environmental Science Coordinator (if housed in either the Geology or Physics Departments), as well as graduate program coordinators.
2. Departmental support.
a. Handle routine correspondence; answer telephone; greet callers, direct inquires and respond to student and parent questions.
b. Organize and maintain departmental ?les including course syllabi, student ?les, and records. Organize and maintain computer generated correspondence, laboratory manuals, and departmental documents.
c. Budget control: prepare purchase requisitions for instructional supplies and equipment; maintain inventory of office supplies; verify receipt of purchased goods and services; insure accuracy of charges.
d. Maintain and forward time sheets and other personnel records; travel requests, etc.
e. Assign academic advisors for majors and minors, in consultation with the chairs.
f. Upon request, record, transcribe, and distribute minutes of departmental meetings, less than one week after the departmental meetings.
g. Maintain file of alumni and graduates.
h. Assist each department in the preparation of newsletters and alumni questionnaires, and assessment tools, collate and tally responses in spreadsheet format, and create reports in cooperation with the department chairs.
3. Faculty support:
a. Routine support of faculty correspondence, duplicating and teaching support requests. When there is concern about insuf?cient lead-time for job requests by faculty, the secretary will prioritize requests by time submitted, or by department chair discretion for department business that may take precedence.
b. Update departmental websites including posting new syllabi and course descriptions, department news items, and changes in curricula. Work with campus web administrator on maintaining Geology and Physics departmental websites.
Some positions may require additional credentials or a background check to verify your identity.