Administrative Assistant 1, OR Trainee 1, OR Trainee 2 (NY Helps)- University Advancement - 1 Vacancy

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Review Vacancy

Date Posted 07/03/24

Applications Due07/18/24

Vacancy ID162253

• Basics

• Schedule

• Location

• Job Specifics

• Contact

NY HELPYes

AgencyCollege at Oneonta

TitleAdministrative Assistant 1, OR Trainee 1, OR Trainee 2 (NY HELPS)- University Advancement - 1 vacancy

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $46306 to $56743 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Otsego

Street Address Netzer Administration Building

108 Ravine Parkway

City Oneonta

StateNY

Zip Code13820

Minimum Qualifications Minimum Qualifications:

Competitive Qualifications:

The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1, or must have held the permanent title of Administrative Assistant 1 in the past or be eligible to transfer into the title.

OR

Appointment may be made at the Administrative Assistant 1 Traineeship level, (grade 8 or grade 10) leading up to Administrative Assistant 1, grade 11 title. Successful candidates interested in the Traineeship must have 1 year of service in a clerical title allocated to grade 6 or higher (e.g., Office Assistant 1). Successful completion of the traineeship requires taking eight courses in the following competencies: Professionalism and Self-Management, Verbal, and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.

OR

Non-competitive Qualifications (NY HELPS):

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

• To be considered for appointment through NY HELPS, candidates must meet the open- competitive minimum qualifications for this position.

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.

OR

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.

Preferred Qualifications:

• Experience working in an office setting.

• Attention to detail.

• Organizational skills.

• Verbal communication.

Duties Description • Provide clerical support to four development and fundraising programs: Annual Fund, Leadership Annual Giving, Advancement and Database Services, and Donor Communications, Events, and Stewardship.

• Prepare procurement and travel documents, manage DocuSign PDFs, reconcile credit card statements, coordinate travel arrangements, and administer payroll for over 25 Phonathon employees.

• Maintain accurate records for state-side and SUNY Oneonta Foundation budgets.

• Develop a system for tracking and reporting budgets.

• Estimate future financial needs and design budget procedures.

• Monitor budget performance and prepare reports with data visualization.

• Create, update, maintain, and train staff on development and fundraising processes, procedures, and policies.

• Standardize department documentation, including over 25 procedure documents related to gift processing and data entry.

• Implement programs to collect updated alumni and donor information.

• Develop and implement an employee giving program to increase charitable contributions from current employees, focusing on bi-weekly payroll deductions.

• Supervise up to six federal work-study students.

• Prioritize tasks based on departmental goals and needs.

• Complete complex tasks independently, including long-term projects and high-level data integrity work.

• Utilize expert knowledge of the University Advancement CRM database, Raiser's Edge NXT, for advanced constituent record updates, imports, and file attachments.

• Engage with alumni and donors to collect payment information, review sensitive data, and facilitate major fundraising documents.

Additional Comments The Division of University Advancement raises charitable gifts and grants to strengthen alumni programs, traditions and networks, and build sustaining long-term relationships that enhance the financial resources, reputation, and visibility of the college. The successful candidate will join an experienced, dynamic Advancement team that works collaboratively with the SUNY Oneonta Foundation Board of Directors to raise charitable donations and maintain relationships with SUNY Oneonta alumni and donors.

Some positions may require additional credentials or a background check to verify your identity.

Name Elizabeth Fitzgerald

Telephone 6074362024

Fax

Email Address elizabeth.fitzgerald@oneonta.edu

Address

Street 108 Ravine Pkwy

City Oneonta

State NY

Zip Code 13820

Notes on ApplyingTo apply for this position online go to: http://oneonta.interviewexchange.com/candapply.jsp?JOBID=178379 Please upload a cover letter, resume, and contact information for three professional references (required).