Administrative Assistant 1/Trainee 1/Trainee 2 - Alfred State College

About Alfred State College:
As the #1 SUNY Regional College according to US News, our recent 20% increase in new enrollment speaks to our growth trajectory and pursuit of success. Under the guidance of President Steven Mauro, who joined the Pioneer family in the spring of 2022, our leadership team is actively investing in our updated Strategic Plan to ensure continued forward momentum.

Alfred State College offers a unique opportunity for prospective employees to find true purpose in helping students launch rewarding careers while finding purpose themselves. We not only provide a supportive and enriching work environment, but also offer competitive compensation, comprehensive healthcare coverage, and opportunities for professional growth and development.

At our SUNY College of Technology, we provide a range of associate and bachelor's degree programs across diverse majors, with a strong focus on project-based learning and civic engagement. We're proud to maintain an applied learning environment that allows students to gain hands-on experience and our exceptional faculty to dedicate themselves to teaching. Here, teaching takes precedence over research, and our faculty's primary mission is to guide, mentor, and inspire our students to succeed.

Our picturesque rural campus is nestled in a beautiful valley in the Southern Tier of New York. Situated about 1-2 hours away from the metropolitan areas of Rochester and Buffalo, our charming locale is also near the Finger Lakes region of western New York known for scenic views, unique landscapes, outdoor adventure, festivals, quaint towns, and cultural attractions. It's not just a place to work; it's a place to call home.

Job Description:
The Administrative Assistant will provide support to the School of Architecture Management and Engineering Technology Department.

Administrative Assistants ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. These positions are found in virtually all State agencies.

Distinguishing Characteristics Administrative Assistants 1 and 2 establish office procedures; design filing systems; implement policies and procedures; maintain efficient work flow; resolve dayto-day operational problems; respond to phone calls; sort paper and electronic mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public. Levels in this series are distinguished by an overall evaluation of the following factors: breadth of duties performed; independence of operation; reporting relationship; size and scope of office; and supervisory responsibilities.

Administrative Assistant 1: full performance level; under the supervision of higher-level staff, performs many support tasks but level of involvement is limited by the tasks being performed or by the size and scope of the program supported. Incumbents usually work for administrators, technical or program staff who generally give some direction in setting priorities and answering questions.

Illustrative Tasks

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 persons.

Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries. Tracks and coordinates assignments. ? Sets up and manages paper and electronic filing systems. Uses various information technology applications such as email, database, spreadsheets and word processing applications.

Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions. Creates, maintains, and enters information into spreadsheets and databases. Maintains scheduling and event calendars.

Schedules and confirms appointments for clients, customers, or supervisors. Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff.

Creates and/or submits travel expense reports for staff.

Completes forms in accordance with agency procedures. Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.

Locates and attaches appropriate files to incoming correspondence requiring replies. Composes, types, and distributes meeting notes, correspondence, and reports. Provides services to customers, such as order placement or account information.

Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions. Searches for information using various sources including the internet. Manages projects or contributes to committee or team work.

Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped. Orders and distributes supplies. Creates conference or event materials such as flyers or invitations.

Establishes work procedures or schedules and keeps track of the daily work of clerical staff. May supervise other clerical staff and provide training and orientation to new staff. May take meeting minutes, and/or prepare material from dictation.

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

Go to https://portal.alfredstate.edu/hr/Pages/default.aspx to view the minimum qualifications for these titles.

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.

Promotion: one year of service in a clerical title allocated to Grade 6 and above; and completion of a two-year traineeship*. Non-competitive: high school diploma or high school equivalency diploma; and 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 management of an office.

• 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. Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Full job classification standards can be found at http://www.cs.ny.gov/tsplan/tsp.html

Additional Information:
Hiring salary ranges from $39,215 - $46,306 and is based upon the level at which you are eligible upon hire.

Employees are also offered EXCEPTIONAL BENEFITS! We offer extensive healthcare and retirement options, including the opportunity for a pension. Furthermore, we prioritize a harmonious integration of work, personal life, and academic endeavors to support your overall work-life balance and effectiveness.

Benefits options include:

Health Insurance:

Cost effective health insurance premiums with 73% to 88% covered by the employer. PPO or HMO option for personalized healthcare solutions.

Exceptional fertility benefits available. Accumulated sick leave can cover a health insurance premium in retirement.

Dental and Vision:

No cost dental and vision benefits for employees and eligible dependents.

Educational Support:

Tuition benefits to invest in your continuous learning and professional development.

Paid Time Off:

New employees are eligible for up to an impressive 22 vacation, 5 personal and 13 paid sick days per year, increasing with years of service. Up to 13 paid holidays annually Paid parental leave

Retirement Plans:

Various retirement options, including a defined benefits (pension) plan. With the pension, retired employees receive a defined monthly income for the rest of their life. Additional pre- and post- tax voluntary retirement savings options are available.

Our comprehensive compensation and benefits package are designed to exceed your expectations, affirming our dedication to your overall well-being and professional growth.

Non-Discrimination Notice

Alfred State College hereby advises students, parents, employees, and the general public that it offers employment and educational opportunities, including career and technical educational opportunities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, gender expression, sexual orientation, familial status, marital status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants, or other members of the college community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

Alfred State policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.

Grievance procedures are available to interested persons by contacting either of the compliance officers/coordinators listed below. Inquiries regarding the application of Title IX and other laws, regulations, and policies prohibiting discrimination may be directed to:

Angela Koskoff
Chief Diversity Officer
Alfred State College
10 Upper College Drive
Alfred, NY 14802
koskofam@alfredstate.edu
Phone 607-587-4026

If you would like to receive the combined Annual Security and Fire Safety Report which contains this information, you can stop in and request one at the University Police Department, located in the TG House on Lower College Drive or request a copy by calling the University Police at 607-587-3999. This report is available on the college's website at: http://www.alfredstate.edu/university-police/annual-security-and-fire-safety-report

Application Instructions:
Returning applicants may login to their Alfred State College Careers Account to apply for this position. See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

The following documents MUST be submitted to be considered for this position:

Resume/CV Cover Letter