Administrative Assistant 1, SG-11 (NY HELPS) - Office of the Dean of Students

SUNY Oswego•Oswego, IL

1d•Onsite

About The Position

The Office of the Dean of Students at SUNY Oswego is seeking an Administrative Assistant 1 to provide essential administrative support. This role is crucial for championing the student experience, ensuring student success, and fostering an inclusive, healthy, and safe learning environment. The office advocates for students facing personal and educational challenges and responds to the evolving needs of a diverse student body. The Administrative Assistant will support various functions within the office, including Student Conduct and Student Well-being, by managing correspondence, scheduling, record-keeping, and assisting with departmental processes.

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 Trainee 1 level).
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 Trainee 2 level).
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 level).
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 was awarded by an educational institution outside the United States or its territories, independent verification of equivalency is required.
Candidates are responsible for the evaluation fee for foreign degrees.
Permanent competitive or 55 b/c employees of New York State are eligible for this position.
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

Successful completion of a set training and development program for advancement to full performance level (for Trainee levels).
Successful completion of mandatory and elective courses through the CSEA Partnership or equivalent for the Administrative Assistant Traineeship program.

Responsibilities

Provide administrative and logistical support to the Office of the Dean of Students, including scheduling appointments and meetings, maintaining staff calendars, answering telephone calls, and greeting visitors.
Gather details to make appropriate responses and/or referrals.
Manage all electronic and written correspondence to Student Conduct and monitor and respond to Student Conduct e-mail.
Process outgoing mail, sort bulk and incoming mail, and distribute it to the Office of the Dean of Students staff.
Monitor website for updates and update website or request changes as needed.
Operate multifunction machines (copier, scanner, fax, etc.) and maintain knowledge of technology specific to the conference room.
Assist in maintaining records housed in Maxient (database for student behavior records), create or revise forms and letters, and update software configurations when necessary.
Organize, plan, and prioritize daily responsibilities to ensure accurate and timely execution of Student Conduct process and procedures, including correspondence to Board members and responding to students and scheduling hearings.
Create daily case assignments for all reports, including uploading UPD and OPD reports, and assign to the appropriate conduct officer.
Upload materials and create cases as needed.
Canvas and schedule student conduct hearings and appeal boards.
Manage administrative functions to support departmental processes and services, including readmission after suspension, Behavioral Intervention Team, disciplinary record checks, and Prior Felony Conviction.
Maintain confidentiality with regard to all communications and protect the confidentiality of all files (correspondence, personnel, student records, disciplinary records, requests for background checks, etc.).
Prepare standard reports when requested by accessing databases or spreadsheets, and format as needed.
Support the Office of the Dean of Students committee work as needed, including attending meetings and taking notes.
Participate in the Office of Dean of Students staff meetings, retreats, and planning meetings.