Administrative Assistant 1/ Trainee 1/2 (NY HELPS ) - Academic Affairs - SUNY Cobleskill - State University of New York at Cobleskill : Job Details

Job Description:

As the Administrative Assistant 1 / Trainee 1/2 in Academic Affairs, your responsibilities will be:

* Assist in providing administrative support to the Provost and administrative offices within the Academic Affairs area, our students and the faculty by answering phones and emails, processing forms, maintaining records, and relaying messages. Maintain confidentiality in all matters.

* Assist in overseeing the Provost's calendar, meetings and other activities. Find common meeting times, book rooms and send meeting invites. Maintain confidentiality in all matters.

* Answer questions from and provide information to students, faculty, prospective students and visitors regarding our programs and procedures. Refer inquiries as necessary. Perform routine processing activities, check forms for completeness and accuracy before forwarding them appropriately. File forms in OneDrive and BDMS.

* Operate various communication and computer systems such as telephones, Microsoft Outlook, OneDrive, Word, Excel, Teams, Banner, Argos and Brightspace and keep records of communications as necessary. Use campus communication systems such as work orders, room reservation system, Sharepoint, and HelpDesk tickets.

* Assist in making travel arrangements for the Provost including reserving vehicles, reserving hotel rooms, completing Travel Requests and Travel Vouchers and completing conference registrations.

* Assist with purchasing requests, food orders, payment processing, and tracking of budgetary items.

* Maintain a directory and email distribution lists of Academic Affairs employees, their positions, departments, office locations and phone numbers.

* Track temporary academic employees to ensure we make decisions about their renewal in a timely manner. Maintain records on temporary and term adjuncts.

* Process Interview Exchange requisitions for hiring and renewing employees, including adjuncts each semester.

* Process and track extra service pay requisitions and salary limits.

* Assist with the appeal process for Academic Review including tracking appeals and all communications that are processed through the Academic Affairs Office.

* Support other academic affairs offices as needed.

Requirements:

Minimum Qualifications

* Eligible for appointment from the Administrative Assistant 1 / Administrative Assistant Trainee list, OR

* Eligible for reappointment or transfer into the Administrative Assistant 1 / Administrative Assistant Trainee position, OR

* Eligible for promotion from the Office Assistant 2 (Keyboarding) position, OR

* For 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,

* 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.

* For Administrative Assistant 1 Trainee - 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.

Additional Information:

* The Administrative Assistant Trainee 1 is a SG-8 with a salary range of $39,215 - $48,294, and The Administrative Assistant 1 is an SG-11 position with a salary range of $46,306 - $56,743.|

* The traineeship is 18-24 months in length, starting as an Administrative Assistant Trainee 1 for a year period and then promoting to an Administrative Assistant Trainee 2 for a minimum of 6 months to a year.

* This is a full-time, permanent appointment.

* The schedule is Monday - Friday 8:00AM - 4:15PM

* This position offers full New York State benefits which are some of the most comprehensive in the country.

* SUNY Cobleskill is committed to providing a safe and productive learning and living community for our students and employees. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Any offer of employment is contingent on the successful completion of the background check.

* This position may be designated 55 b/c and is subject to verification of applicant eligibility.

SUNY Cobleskill is committed to fostering a diverse community of outstanding faculty, staff, and students, and ensuring equal educational and employment opportunity and access to services, programs and activities without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or any other legally protected status. Individuals with disabilities requiring accommodation during the hiring process should contact the Human Resources Office at (518) ###-####.

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) ###-#### or via email at [email protected].

SUNY Cobleskill's Title IX Coordinator is Mary Elhakam, who can be contacted via phone at 518-###-####, email at [email protected], or mailing address of SUNY Cobleskill, Knapp Hall Room 143, Cobleskill, NY 12043.

Application Instructions:

The application review process will begin immediately and will continue until a suitable candidate is found. Priority is given to applications submitted by November 19, 2024.

A complete application consists of the following:

1. Letter of application, addressing qualifications, position responsibilities, and college values

2. Current CV or Resume

3. Names, emails and phone numbers of at least three professional references, preferably former supervisors

* To apply you must create an account and apply through this posting.