Job Information
SUNY Oneonta Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (NY HELPS) in Oneonta, New York
Location: Oneonta, NY Category: Maintenance, Clerical and Other Posted On: Wed Jul 3 2024 Job Description:
TITLE: Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (NY HELPS) - 1 vacancy
UNIT: CSEA Administrative
CLASS: Competitive*
HELPS CLASS: Non-Competitive
SALARY: Grade 11
DATE VACANT: 1/15/2024
POST UNTIL: 7/18/2024
LOCATION: University Advancement
SALARY: $46,306
Department Description:
The Division of University Advancement raises charitable gifts and grants to strengthen alumni programs, traditions and networks, and build sustaining long-term relationships that enhance the financial resources, reputation, and visibility of the college. The successful candidate will join an experienced, dynamic Advancement team that works collaboratively with the SUNY Oneonta Foundation Board of Directors to raise charitable donations and maintain relationships with SUNY Oneonta alumni and donors.
Job Description:
Provide clerical support to four development and fundraising programs: Annual Fund, Leadership Annual Giving, Advancement and Database Services, and Donor Communications, Events, and Stewardship.
Prepare procurement and travel documents, manage DocuSign PDFs, reconcile credit card statements, coordinate travel arrangements, and administer payroll for over 25 Phonathon employees.
Maintain accurate records for state-side and SUNY Oneonta Foundation budgets.
Develop a system for tracking and reporting budgets.
Estimate future financial needs and design budget procedures.
Monitor budget performance and prepare reports with data visualization.
Create, update, maintain, and train staff on development and fundraising processes, procedures, and policies.
Standardize department documentation, including over 25 procedure documents related to gift processing and data entry.
Implement programs to collect updated alumni and donor information.
Develop and implement an employee giving program to increase charitable contributions from current employees, focusing on bi-weekly payroll deductions.
Supervise up to six federal work-study students.
Prioritize tasks based on departmental goals and needs.
Complete complex tasks independently, including long-term projects and high-level data integrity work.
Utilize expert knowledge of the University Advancement CRM database, Raiser's Edge NXT, for advanced constituent record updates, imports, and file attachments.
Engage with alumni and donors to collect payment information, review sensitive data, and facilitate major fundraising documents.
Job Requirements:
Minimum Qualifications:
Competitive Qualifications:
The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1, or must have held the permanent title of Administrative Assistant 1 in the past or be eligible to transfer into the title.
OR
Appointment may be made at the Administrative Assistant 1 Traineeship level, (grade 8 or grade 10) leading up to Administrative Assistant 1, grade 11 title. Successful candidates interested in the Traineeship must have 1 year of service in a clerical title allocated to grade 6 or higher (e.g., Office Assistant 1). Successful completion of the traineeship requires taking eight courses in the following competencies: Professionalism and Self-Management, Verbal, and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.
OR
Non-competitive Qualifications (NY HELPS):
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*To be considered for appointment through NY HELPS, candidates must meet the open- competitive minimum qualifications for this position.
Administrative Assistant Trainee 1: 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. To be advanced 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 at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2: 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. To be advanced 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 2 you will advance to the full level of this title without further examination.
Administrative Assistant 1: 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.
OR
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.
Preferred Qualifications:
Experience working in an office setting.
Attention to detail.
Organizational skills.
Verbal communication.
Additional Information:
*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 (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.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the NYS Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov