Job Information
State University of New York at Oswego Administrative Assistant 1 - Office of Learning Services in Oswego, New York
Location: Oswego, NY Category: Classified Posted On: Tue Nov 14 2023 Job Description:
The Office of Learning Services at the State University of New York at Oswego invites applications to fill a full-time permanent Administrative Assistant 1 position, Grade 11.
Posting Date: November 14, 2023
Review Date: Review of applications will begin immediately and will continue until the position is filled.
Salary: $44,957/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here (https://www.suny.edu/benefits/) for more information on benefits for full-time CSEA professionals.
Date of Appointment: As soon as possible.
Description of Responsibilities:
Serve as the customer service representative for the department:
Greet incoming students/faculty/staff and visitors to OLS
Answer phones and monitor department email accounts
Provide answers when you can and refer others to the appropriate person or office
Responsible for the front desk operation of the department
Assist in the hiring, training, and supervising of student desk attendants for the front desk
Oversee the day-to-day functions as the office's only full-time administrative support person and work closely with the office's four professional staff members
Assist the Director and other professional staff members with various duties including, but not limited to:
Itineraries
Meeting preparations
Drafting and editing correspondence
Travel arrangements (airline, hotel, transportation, etc.)
Assist professional staff in making room requests, setting up events, and other administrative duties as needed
Assist with monitoring and maintaining office machines
Assist with organizing and preparing for special programs and tutor training each semester
Assist the Associate Director of OLS in the supervision of student desk attendants to ensure good customer service and consistency of daily operations
Use various software programs that assist in the function of the office (Microsoft Suite, Google Suite, Handshake, and TracCloud)
Manage departmental budget allocations and procurement card reconciliation processes
Might require evenings and weekends as needed
General Office Duties:
Monitor and answer the office email accounts and answer department phones
Greet visitors to the office
Check department website semesterly to ensure information is correct and links are still functioning
Front Desk:
Assist the Associate Director of OLS in the management of the front desk operation for the department
Assist in the hiring, training, and supervision desk attendants for the front desk
Cover OLS front desk when Desk Attendants are not available
TracCloud System:
Monitor TracCloud data for inconsistent data matches (i.e. wrong check in and check out time, no-shows, cancellations, etc.)
Teach student how to schedule tutoring appointments on TracCloud
Make appointments for students who are unable to do so on their own
Assist tutors and tutees with TracCloud issues
Monitor and track information from TracCloud software and surveys to prepare annual reports
Manage TracCloud issues
Budget:
Process IFR Allocation and Journal Transfers
Process purchase requisitions from various accounts
Order supplies for all office personnel and keep an inventory of supplies kept on hand
Process travel forms and reimbursement paperwork for EOP staff
Hiring and payroll process for tutors and desk attendants each semester:
Manage tutor application process for 100-115 tutors using most current software (Handshake)
Process hiring paperwork for tutor and desk attendant employment
File the paperwork with the payroll office in a timely manner
Review and reconcile student biweekly payroll timesheet for 80 -100 tutors and 7 -12 desk attendants
Job Requirements:
Minimum Qualifications:
Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.
Permanent Appointment:
One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law; or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*
*Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 & Administrative Assistant Trainee 2, NS=Grade 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.
Trainees will be required to take four mandatory courses in the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11.
For full details on the Administrative Assistant Traineeship program, go to the following link: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm
70.1 transfer or Reinstatement:
One year of permanent competitive or 55b/c service as an Administrative Assistant 1 OR have one year of permanent competitive or 55b/c service in a title within two salary grades of the target title that is eligible for transfer under Section 70.1 of Civil Service Law.
Reassignment:
Permanent competitive or 55b/c service as an Administrative Assistant 1.
Provisional Appointment:
Eligible for provisional appointment under NYS Civil Service guidelines.
Conditions of Employment:
This will be a permanent or provisional appointment. Candidates should be aware that a preferred list, transfer list, placement roster, and/or reemployment roster of laid-off State employees may be certified against this vacancy by the Department of Civil Service.
Additional Information:
Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here (https://www.oswego.edu/human-resources/non-discrimination-policy) to see our full non-discrimination policy.
In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.
Requests for reasonable accommodations of a disability during the application and/or interview process should be made to the Human Resources Office by calling 315-312-2230 or emailing hr@oswego.edu.
For Campus Safety information, please click here (https://www.oswego.edu/police/annual-report) to see the Annual Security and Fire Report (Clery).
SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here (https://www.oswego.edu/human-resources/sites/human-resources/files/tobacco_smoke_free_policy_final.pdf) for further policy details, including education and cessation resources.
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 Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.
For more details, reference New York State Department of Civil Service Job Title Code #2900100, Administrative Assistant 1, and Grade 11.
If you have any questions about the position, please call or e-mail:
Human Resources
315-312-2230
HR@oswego.edu