Administrative Assistant 1/Trainee- Student Affairs- NY HELPS

The duties that the incumbent of the vacancy will be expected to perform. Duties Description Essential Functions: •Provides support for the Dean of Students, Title IX Coordinator, Assistant to the VP for Student Affairs/Title IX Deputy, Student Affairs Case Manager and the Office of the Vice President for Student Affairs for scheduling and project management•Maintains scheduling and event calendars for the Dean of Students, Title IX Coordinator, Assistant to the VP for Student Affairs/Title IX Deputy, and Student Affairs Case Manager•Maintains confidentiality and discretion in handling all written and oral communication•Organizes, expedites and follows up on projects as assigned•Manages projects and/or contributes to committee or team work as assigned•Coordinates information flow by acting as liaison among administration, staff, other employees and the public•Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries. Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped•Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals•Greets visitors or callers and handles their inquiries; or directs them to the appropriate person(s)•Sets up and manages paper and electronic filing systems for records according to office requirements•Uses various information technology applications such as email, database, spreadsheets, content software platforms such as Maxient, and word processing applications•Operates and manages inventory of office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions in coordination with IT services•Coordinates conferences, meetings, or special events including creating conference or event materials/flyers/invitations, reserving meeting space •Makes travel arrangements for staff and creates and/or submits travel expense reports for staff•Completes forms in accordance with agency procedures such as IT and facilities work requests•Composes, types, and distributes meeting notes, correspondence, and reports•Orders and distributes supplies and manages the procurement process for the office. Maintains office supply inventory and equipment in coordination with the other staff

The minimum qualifications required for this vacancy. Minimum Qualifications Minimum Qualifications: 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 maybe filled via a noncompetitive 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), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS): 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. In lieu of two years of experience, certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology, may be substituted.COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS): Candidates must have permanent appointment in an Administrative Assistant 1 New York State classified position (or be eligible for a 70.1 transfer) or be reachable for appointment on the current NYS Civil Service eligible list for Administrative Assistant Trainee 1, Full Time - Brockport location.ORTransfer eligible candidates who have completed one year of service in title are eligible to transfer into the Administrative Assistant Traineeship, up to a two salary grade jump, at the first level, second level OR full title, dependent on what coursework they have completed - (Non-Keyboarding titles will be required to take a typing test.)Email Ezgi Erdogan in the Office of Human Resources at [email protected] with any questions regarding the Traineeship.

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