Administrative assistant

Location: Syracuse, NY Category: Support Staff Posted On: Thu Sep 18 2025 Job Description:

Budget Title: Administrative Assistant

Campus Title: Administrative Assistant

Unit: Graduate School and Office of Academic Affairs

Professional Rank and Salary Range: Administrative Assistant 1 SG-11; Trainee 1 & 2 (NY HELPS)

Salary: $40,391-$47,695 annual (NOTE: current salary or reconstructed salary for state employees in accordance with NYS Audit and Control.)

Job Summary:

The administrative assistant in the Associate Provost of Academic Affairs and Dean of Graduate School office supports the broad scope of operations in several distinct areas: The Graduate School, The Office of Academic Administration, Instruction and Academic Standards, Undergraduate Honors program, Institutional Research and Assessment and other offices reporting the Dean and Associate Provost. The assistant must operate independently based on knowledge of the programs and coordinate and communicate tasks related to the programs. Excellent oral and written communication skills are required as the assistant is a primary point of contact for the Office of Associate Provost and the Graduate School. Broad understanding and comfort with all the functional areas, combined with the ability to effectively communicate and make decisions regarding all functional areas within the Office, is necessary.

Primary Responsibilities:

Under the direction from the Associate Provost/Dean, the Administrative Assistant works independently to oversee administrative activities of the Office and its units (Graduate School, Academic Administration, Institutional Research and Assessment, Honors Program) including handling highly sensitive and confidential files, reports, and incoming correspondence; assuring electronic and paper file management; maintaining calendar and appointment schedule; coordinating and arranging meetings, programs; and making travel arrangements.

• Monitor all budgets for expense control. Oversee the procurement process and purchase orders, reconciliations.

• Manage graduate school applications in Slate, help front-end users (applicants) with application concerns, and provide support to faculty and graduate coordinators during review of applicants.

• Serve as the primary contact for the office, providing information about programs and making appropriate referrals. Assure appropriate routing of petitions (undergraduate and graduate).

• Academic Affairs support: manage the Academic Standards process - generate reports, issue letters to students; support for Honors program- maintain records; process undergraduate re-admissions

• Assist with event (orientations, graduations, higher degree and honors ceremonies) management, planning, registration, day-of support and reporting

• Assist with data analysis and report generation

• All other duties within the Civil Service Classification Standards

Job Requirements:

Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.

Permanent Competitive Appointment Options:

Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.

Section 70.1 Transfer to Administrative Assistant 1, SG 11: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework through the NYS CSEA Partnership website.

Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website:

For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website:

Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.

$40,391 (Trainee 1- NS equated to SG-8)

$45,081 (Trainee 2- NS equated to SG-10)

$47,695 (Full Performance level SG-11)

Non-Competitive Appointment Option: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

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), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE QUALIFICATIONS- To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the non-competitive minimum qualifications for this position.

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

The qualifications are:

Administrative Assistant Trainee 1 ( Salary Grade 8 $40,391):

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. Upon satisfactory completion of all mandatory core coursework as a Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2 ( Salary Grade 10 $45,081):

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. Upon satisfactory completion of all mandatory and elective core coursework, you will advance to the full level of this title without further examination.

Administrative Assistant 1, Salary Grade 11 $47,695:

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.

Substitution:

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.

May be filled from a mandatory reemployment list if one is in effect at the time of appointment.

Any resumes received that do not meet the above requirements as described will be deemed unqualified.

Operational Needs: 8:00 a.m. - 4:30 p.m.

Preferred Professional Qualities

• Familiarity with Banner

• Proficiency in Microsoft 365 Office Suite (Word, Excell, Outlook, Teams, PowerPoint)

• Previous experience in an administrative role within higher education desirable

• Strong interpersonal, oral/written communication. organizational. and administrative skills

• Ability to work independently and collaboratively in a team environment

• Aptitude to quickly learn new software and systems

Additional Information:

In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" institutions of higher education are required to prepare an annual report containing information on campus security policies and campus statistics. This report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by SUNY-ESF; and on property within, or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as policies concerning sexual assault, and other matters. You can obtain a printed copy of this report by contacting SUNY-ESF University Police at 315-470-6667 or by accessing the following web site:

SUNY ESF is a Smoke and Tobacco Free campus and is dedicated to providing a healthy and safe environment for the entire campus. For more information you can visit our Tobacco and Smoke Free Policy at

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 Governor's Office of Employee Relations at (518) 474-6988 or via email at [email protected].