Suny Oswego Oswego , NY 13126
Posted 1 week ago
Job Description:
The Department of English and Creative Writing at the State University of New York at Oswego invites applications to fill a full-time permanent, Administrative Assistant 1 position, Grade 11.
Posting Date: May 20, 2021; Revised: June 10, 2024
Review Date: Review of applications will begin immediately and will continue until the position is filled.
Salary: $46,306/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefit package. Please click here for more information on benefits for full-time CSEA professional.
Date of Appointment: As soon as possible.
Description of Responsibilities:
Provide administrative support for Chairperson and Directors of three programs (English, Creative Writing, and College Writing), along with 28 additional faculty. Address walk-in, telephone, and email requests from faculty, staff, students and parents for forms, syllabi, information, etc. Assist faculty and students with copying, scanning, printing, faxing, mailing, etc.
Personnel
Maintain personnel files for full-time and adjunct faculty
Complete and submit Appointment Forms
Complete and submit I-9, W-9 and W-4 forms
Complete and submit MyOswego Faculty Services Authorization form
Maintain faculty absence record
Faculty searches
Collect and organize candidate cover letters, resumes, reference letters, writing samples, etc., submitted via Interview Exchange, Interfolio, email, and hard copy
Coordinate candidate itinerary (adopted template to use as example)
Make hotel reservations
Make dinner reservations
Coordinate transportation for candidate
Ensure candidate completes I-9 and other applicable forms
Complete and submit candidate reimbursement forms as necessary
Semester
Collect course requests from faculty
Organize course requests for Chair and Directors
Work with Chair and Directors to draft and finalize complete department schedule
Submit final schedule to Registrar's Office
Liasion with Registrar's Office and Extended Learning to make changes and adjustments to schedules and rooms as necessary
Request syllabi from faculty
Collect office hours from all faculty
Assign faculty office space according to schedules/office hours (fit 53 faculty into 27 offices)
Create signs for each office with occupant's name, schedule, office hours, contact information
Update directory for Poucher (all floors)
Organize and mail letters to admitted and transfer students
ENG/CRW/CSS Senior Recognition
Budget
Department and IFR/Summer Accounts
Track on department spreadsheet
Keep Chair informed of budget status
Make purchases via credit card or SUNY Purchasing System (e-reqs)
Process paperwork for reimbursements
Travel
Collect travel requests from faculty
Complete and submit Request for Travel forms
Collect travel receipts from faculty
Complete and submit Travel Vouchers for reimbursement
College Foundation
Complete and submit reimbursement requests
Keep Directors apprised of account balance
Submit donations
Grants
Assist in completing paperwork for grant requests
Track grants on spreadsheet
Complete and submit paperwork for reimbursements and/or purchases
Complete and submit paperwork for student workers including I-9, W-9, W-4 and timesheets
Visa
Purchase standard office supplies
Purchase items as requested by Program Directors
Reconcile Citibank statement and SUNY Purchasing System
Submit receipts and reconciliation to Finance
Awards/Contests/Scholarships
Palmer, Barnes, Buckley, Moore, Hallinan, Briand, etc. Awards
Collect information from Registrar's Office regarding student eligibility for awards
Collect names of nominee's from faculty
Notify recipients via formal letters and email of their award
Create award certificates and obtain appropriate signatures
Submit paperwork for award checks
Have award plaques engraved with recipients' names
Creative Writing Awards Contest
Design and distribution posters and flyers for awards
Collect student submissions
Copy submissions and send to six judges for fiction, non-fiction, formal poem, sonnet, playwriting, and screenwriting
Notify winners via formal letters and email
Create award certificates and obtain appropriate signatures
Reserve room for awards presentation during Quest
Arrange for refreshments
Create and reproduce awards program for ceremony
Create PowerPoint slide show for awards ceremony
Deans' Writing Awards
Collect CLAS student submissions and Materials License Agreements
Copy submissions and send to judges
Collect information from students on attendance at ceremony and guests
Create PowerPoint slide show for awards ceremony
Living Writers Series and Program Speakers
Make hotel, transportation, and dinner reservations for presenters
Create and distribution flyers and posters for presentations
Track funds transferred from Artswego to CRW and CSS College Foundation Accounts
Complete and submit paperwork for reimbursement to presenters
Advisement
Monitor list of advisors/advisees
Work with Program Director to assign advisors
Update advisor assignments in Banner
Maintain student advisement files
Course Information
Update and copy course description digital and hard copy booklet each semester
Update and copy Major and Minor worksheets
Update and copy English and Creative Writing information digital and hard copy pamphlet
Liaison
Maintenance Department - submit work orders for repairs, painting, moving, cleaning, building, etc.
Computer Technology Services - trouble calls, inventory, software upgrades, equipment moves
Registrar's Office and Extended Learning - changes and adjustments to schedules and rooms as necessary
Procurement Department - credit card issues, ordering supplies on-line, e-reqs
Payroll - adjunct salaries, faculty time and attendance
Parking Office - submit names of adjunct and new faculty each semester for parking stickers, request parking passes for visitors, guests, and presenters
Web Page
Keep department webpage up-to-date with contact information
Update faculty office assignments and schedules each semester
Update course offerings each semester
Email Group Distribution Lists and ListServs
Update every list each semester
Department faculty distribution list
Creative Writing Majors/Minors listserv
Department faculty and staff list for scanning on ColorQube
Post listserv item requests after consulting with chair
Meeting Minutes
English Honor Society
Honor Society
Work with Director to coordinate activities and communication
Room Reservations
Coordinate English Department Conference Room reservations
Submit electronic requests for room reservations for classroom activities and event management
Manages the front office operations and workflow. Supervises any other office staff in day to day operations.
Requirements:
NY HELPS
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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
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):
Administrative Assistant Trainee 1
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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2
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. 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
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.
Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
Competitive Minimum Qualifications (Non-NY HELPS):
Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, 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.* *Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $34,831 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $38, 875) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. Trainees will be required to take four mandatory courses 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.
For full details on the Administrative Assistant Traineeship program, go to the following link: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm
Conditions of Employment:
This will be a permanent or provisional appointment. Candidates should be aware that a preferred list, transfer list, placement roster and/or reemployment roster of laid off State employees may be certified against this vacancy by the Department of Civil Service.
Additional Information:
For more details, reference New York State Department of Civil Service, Job Title Code # 2900100, Administrative Assistant 1 and Grade 11.
If you have any questions about the position, please call or e-mail:
Human Resources
315-312-2230
HR@oswego.edu
Application Instructions:
To Apply Submit:
Cover letter addressing qualifications and specifically addressing your experience
Resume
Copy of certificates related to qualifications
Contact information for three professional references (only the three referees listed in your Interview Exchange application can be considered and contacted) electronically by clicking on the APPLY NOW button.
You may add additional files/documents after uploading your resume. After you fill out your contact information, you will be directed to the upload page. Please click here to login to check/edit your profile or to upload additional documents.
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Suny Oswego