Administrative Assistant 1 OR Trainee

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Administrative Assistant 1 OR Trainee

Category:

Maintenance, Clerical and Other

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Department:

Foreign Languages & Literature; Women's & Gender Studies

Locations:

Oneonta, NY

Posted:

May 23, 2023

Type:

Full-time

Position ID:

162594

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Job Description:

TITLE:

Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (1 vacancy)

UNIT:

CSEA Administrative

CLASS

: Competitive

SALARY:

Grade 11

LOCATION

: Foreign Languages & Literature; Women's & Gender Studies

DESCRIPTION

Department Description:

The Department of Foreign Languages and Literatures offers a variety of courses in language, culture, civilization and literature, a wide range of overseas programs, and a committed and engaging faculty. We offer French and Spanish as both major and minor programs. Students may also choose a foreign language education major, with a concentration in French or Spanish, for secondary or elementary education. https://suny.oneonta.edu/foreign-languages-and-literatures

Women's and Gender Studies is an interdisciplinary field of study that takes gender as its central category of analysis, just as gender has served as a constitutive category for making meaning in human history. Women's and Gender Studies works to reframe the place of gender as foundational to the workings of social, cultural, political, economic, and aesthetic systems. Crucial to this task is the work of exploring how gender is also always informed by multiple, complex categories of identity, including most notably race, ethnicity, sexual orientation, class, and nationality. https://suny.oneonta.edu/womens-and-gender-studies

Job Description:

1.) This role serves as Administrative Assistant to the Department Chairs with regard to student traffic, the general public and college departments. The Administrative Assistant 1 will be expected to:

Provide prompt and courteous response to all questions and requests by answering telephone and greeting people who come in person to the office

Receive and distribute postal mail deliveries to department faculty

Supervise work-study students (assigned to the language lab in particular) with regard to their timesheets and payroll paperwork

Process paperwork relating to scheduling, course descriptions, book orders, annual reports, etc.; help students and faculty with other paperwork particularly relating to the Registrar's office

Use Banner and Argos very frequently to, among other things, input placement/proficiency scores, input department schedules, and obtain student information as necessary for the advisement of students and the operation of the department;

Use Campus Connection and EMS to reserve space for meetings; coordinate and advertise events

Keep the department files and information up-to-date, organized and secure; this includes student and faculty files, course syllabi, faculty office hours, course changes and proposals, curriculum sheets, assessment records and annual reports, etc.

Keep the supply cabinet organized and stocked, consulting with department chair about expenditures.

Keep the department website up-to-date

2.) The Administrative Assistant 1 assists the Self-Instructional Language Program Coordinator (SILP) with the logistics of that program, particularly: arranging payroll paperwork for SILP tutors and testers, preparation of materials for the SILP orientation, ordering and preparing materials that are lent to the SILP tutors, and scheduling SILP final exams.

3.) The Administrative Assistant 1 assists the department faculty in their work with responsibilities that include:

Oversee the functioning of department equipment such as the copy machine/scanner, contacting the relevant maintenance offices when necessary; also assist faculty members with work orders or maintenance requests relating to their offices and office equipment

Assist individual faculty members with campus paperwork such as for travel reimbursement, getting keys, sending things to the Print Shop, etc.

Forward telephone messages that come to the department phone number for the part-time faculty who do not have office phones

Order special supplies as necessary (consulting with dept chair about expenses)

Help faculty get information regarding college policies and procedures.

Requirements:

QUALIFICATIONS

The successful candidate must meet at least one of the following criteria:

be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1; OR

be reachable on the full-time, permanent Civil Service list for Administrative Assistant Trainee 1; OR

have held the permanent title of Administrative Assistant 1 in the past; OR

be eligible to transfer into the Administrative Assistant 1 title; OR

be eligible to transfer into the Administrative Assistant Trainee 1 title*; OR

be eligible to transfer into the Administrative Assistant Trainee 2 title*

*Successful candidates interested in transferring to the Trainee title must have 1 year of service in a clerical title allocated to grade 6 or higher (e.g., Office Assistant 1).

Note: Candidates who do not meet one of the above qualifications cannot be considered for the position.

Preferred Qualifications:

· Experience working with diverse populations, especially in terms of diverse cultures and gender identities.

Additional Information:

This is a full-time, permanent

position.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the NYS Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.

Application Instructions:

Please submit a resume, cover letter, and contact information for three professional references.

Company info

Suny College At Oneonta
Website : http://www.oneonta.edu