Administrative assistant

Minimum Qualifications

Minimum Qualifications:


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 title, 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.

• Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at Candidates are responsible for the evaluation fee.

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:


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.

Duties Description

The Department of Curriculum and Instruction at the State University of New York at Oswego invites applications to fill multiple vacancies for a full-time permanent, Administrative Assistant 1 position, Grade 11.


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. For more information on benefits for full-time CSEA professionals, visit:


Date of Appointment: As soon as possible.


Description of Responsibilities:
Assist the Chair with all aspects of the budget, including the following, which must be kept up-to-date, and accurate:

• Yearly Department State Allocation IFR Account Management
• Continuing Education Summer Account
• C & I Foundation Account
• OTPS, Temporary Service, and Recharge allocations

Assist the Chair with the following personnel issues:

• DSI, Continuing/Term Appointments, and Promotions. Assist Department Committees as needed
• Process Annual/Semester Appointments for new tenure-line faculty, full-time temporary faculty and part-time adjuncts, as well as extra service forms.
• Process all Travel forms; assist faculty as needed

Maintain Department Office and Coordinate Office Needs:

• Maintain office records
• Supervise Office Assistant 1 (Keyboarding)
• Supervise/Schedule Work/Study students
• Order supplies from off-campus and Stores
• Coordinate Faculty Communication with the Department Chair, each other, and staff
• Answer the Phone, take messages and refer callers to appropriate office/person as necessary.
• Maintain office equipment; assist faculty in using fax and copiers when needed
• Work with Advisement Coordinator
• Assist in record keeping (student data base & advisor assignment lists)
• Assist in keeping department advisement web page updated and accurate

Assist the Chair with the following coordination and scheduling:

• Scheduling of classes for Fall, Spring and Summer. Meet appropriate deadlines, coordinate faculty requests. This is a constant process to keep information up-to-date and accurate.
• Bi-monthly Department Meetings (Agenda and Minutes)
• Requests from the Dean or Provost

Assist Faculty with various Grants

• Order materials as per the grant; assist with temporary service student payroll

Additional Comments

About SUNY Oswego:


Founded in 1861, SUNY Oswego is a public comprehensive university located in Central New York on the beautiful shores of Lake Ontario, 45 minutes from Syracuse. One of 13 comprehensive colleges and universities in the 64-campus State University of New York (SUNY) system, SUNY Oswego is recognized nationally for its academic quality, focus on student success outcomes, and the growing diversity of its student body. Ranked among the top public master's-level universities in the 2023 "Top Regional Universities in the North" by U.S. News and World Report, SUNY Oswego is also recognized among Princeton Review's Best Regional Colleges in the Northeast - an honor bestowed on the SUNY Oswego every year since 2003.


Inspired by a shared commitment to excellence and the desire to transcend traditional higher education boundaries, SUNY Oswego provides a transformative experience to about 7,000 undergraduate and graduate students. The university offers preeminent academic programs in the arts and sciences, business, communications, and teacher education, and its success is built on providing students outstanding educational experiences with attention to a liberal arts and sciences foundation, practical applications, interdisciplinary approaches, independent scholarly and creative work, and skills for living in multicultural and global communities.


For additional information about SUNY Oswego, visit:


Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. To see our full non-discrimination policy, please visit:


In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.
Requests for reasonable accommodations of a disability during the application and/or interview process should be made to the Human Resources Office by calling or emailing .


For Campus Safety information, please see the Annual Security and Fire Report (Clery) here:


SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. For further policy details, including education and cessation resources, visit:


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 Office of Employee Relations at or via email at .

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