Administrative Assistant 1, SG-11 (NY HELPS) - Communication Studies

SUNY Oswego•Oswego, IL

17h•Onsite

About The Position

The Department of Communication Studies at the State University of New York at Oswego invites applications to fill a full-time permanent, Administrative Assistant 1 position, Grade 11. This role is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

Requirements

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 (for Administrative Assistant Trainee 1).
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 (for Administrative Assistant Trainee 2).
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 (for Administrative Assistant 1).
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.
Degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.
If degree awarded by an educational institution outside the United States or its territories, must provide independent verification of equivalency.
Candidates are responsible for the evaluation fee.
Permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position (for Competitive Minimum Qualifications).
One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 or Administrative Assistant Trainee 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 (for Permanent Appointment).
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 (for 70.1 Transfer or Reinstatement).
Permanent competitive or 55b/c service as an Administrative Assistant 1 (for Reassignment).
Eligible for provisional appointment under NYS Civil Service guidelines (for Provisional Appointment).
Must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.

Nice To Haves

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.

Responsibilities

Assist in tracking production inventory as it comes in and out.
Check out and check in production gear using the cloud-based reservation system.
Assist in updating the reservation database with new items and archiving old/retired items.
Assist in managing the online reservation portal to verify student reservations.
Conduct periodic inventory checks to ensure camera kits and accessories are complete.
Serve as a primary point of contact for students, parents, and campus entities.
Answer the department phone line and respond to or forward emails sent to the general account.
Provide directional assistance to students and handle general inquiries.
Maintain and organize electronic department files in Google Drive, Brightspace, and other cloud-based storage systems.
Assist the Chair and designated faculty with updating the department website and social media profiles.
Manage the department calendar and post relevant announcements.
Supervise, schedule, and monitor student workers or work-study staff.
Assign tasks to student workers or work-study staff.
Handle room requests and reservations for various spaces using the department's online calendar.
Assist in maintaining the department's online calendar for room request coordination.
Secure reservations for guest speakers, reviewers, and job candidates.
Update, print, and post room schedules for department-assigned spaces before the start of each semester.
Support the Chair in reviewing and tracking budgets, purchasing, and expenses.
Assist the chair in creating budget reports and tracking account activity.
Keep track of faculty travel forms, requests, and reimbursements.
Assist with submission/filing of appointment forms, extra service forms, search committee reimbursements, and other forms as assigned.
Coordinate and distribute thank you notes to department donors, special guests, etc.
Assist in creating posters, fliers, and other promotional assets for print or digital distribution.
Order and monitor office supplies as needed.
Pickup and distribute departmental mail and packages.
Assist with basic operation of office machines as requested.
Perform minimal printing or scanning for faculty (primary files are electronic).