"Alerted.org

TITLE: Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (1 vacancy) (NY HELPS)

UNIT: CSEA-Administrative

CLASS: Competitive

SALARY: 47,695. Visa sponsorship is not available for this position.

DATE POSTED: 12/8/2025

POST UNTIL: 12/23/2025

DESCRIPTION

Reports To:

+ Director of Academic Affairs Finance and Resources Management (primary supervisor)

Also Supports:

+ Director of Community Affairs and Government Relations

Summary:

The Administrative Assistant 1 (AA1) provides administrative support to the Director of Academic Affairs Finance and Resources Management office and the Director of Community Affairs and Government Relations. The AA1 also provides support as needed to the Office of the Provost. This position requires excellent organizational, communication, and problem-solving skills to manage multiple priorities effectively.

Primary Responsibilities:

Support for the Director of Academic Affairs Finance and Resources Management:

+ Assist with managing purchase requests, reconciling expenses, and coordinating procurement activities.

+ Assist with queries regarding lodging, airfares, and car rentals for search processes.

+ Assist with managing the OAS meal card and related processes for searches.

+ Assist with tracking and monitoring the Academic Affairs budget and financial processes, preparing financial reports, and related documentation, as needed.

+ Schedule meetings and provide logistical support for budget-related discussions.

Support for the Director of Community and Government Relations:

+ Maintain schedules and calendars, ensuring efficient time management.

+ Coordinate meetings and interactions with internal and external stakeholders.

+ Assist in planning and executing events involving government officials, community leaders, and other key stakeholders.

+ Compile and summarize information for use in communications or project support.

+ Prepare and assist with the management of correspondence, reports, and presentations related to community and government relations initiatives.

+ Proofread and edit written communications.

+ Maintain databases of community and government contacts.

General Administrative Duties:

+ Perform clerical tasks such as data entry, filing, and photocopying.

+ Maintain records and retrieve information as required.

+ Assist with scheduling, travel arrangements, and expense reimbursements.

+ Manage and prioritize incoming emails and correspondence.

+ Order office supplies and ensure that office equipment is operational.

+ Collaborate with other administrative assistants across departments to coordinate cross-functional projects.

Job Requirements:

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

Non-competitive Qualifications:

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: High school diploma or high school equivalency; and 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.

Administrative Assistant Trainee 2: High school diploma or high school equivalency; and 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.

Administrative Assistant 1: High school diploma or high school equivalency; 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/or office administration OR certification (e.g., IAAP Certified Administrative Professional).

Preferred Qualifications:

+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

+ Strong organizational and multitasking abilities.

+ Excellent written and verbal communication skills.

+ Ability to maintain confidentiality and handle sensitive information.

+ Experience in higher education or public sector environments.

+ Familiarity with financial and budgeting processes.

+ Knowledge of event planning and coordination.

Additional Information:

This is a full-time, permanent position.

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), 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.

SUNY Oneonta values a diverse university community. Please visit our website on diversity at: https://suny.oneonta.edu/diversity. Moreover, the University is an Equal Opportunity/Affirmative Action employer. Women, persons of color, persons with disabilities, and protected veterans are encouraged to apply. "At SUNY Oneonta, we believe that diversity is an asset and a source of strength that energizes our collective growth and innovation." - President Alberto Cardelle."