Administrative Assistant – Graduate School & Academic Affairs

Duties Description Budget

Title:

Administrative Assistant
Campus

Title:

Administrative Assistant
Unit:
Graduate School and Office of Academic Affairs
Professional Rank and Salary Range:
Administrative Assistant 1 SG-11;
Trainee 1 & 2 (NY HELPS)
Salary: $40, ,391-$47,695 annual (

NOTE:

current salary or reconstructed salary for state employees in accordance with NYS Audit and Control.)

The administrative assistant in the Associate Provost of Academic Affairs and Dean of Graduate School office supports the broad scope of operations in several distinct areas:
The Graduate School, The Office of Academic Administration, Instruction and Academic Standards, Undergraduate Honors program, Institutional Research and Assessment and other offices reporting the Dean and Associate Provost. The assistant must operate independently based on knowledge of the programs and coordinate and communicate tasks related to the programs. Excellent oral and written communication skills are required as the assistant is a primary point of contact for the Office of Associate Provost and the Graduate School.

Broad understanding and comfort with all the functional areas, combined with the ability to effectively communicate and make decisions regarding all functional areas within the Office, is necessary.

Under the direction from the Associate Provost/Dean, the Administrative Assistant works independently to oversee administrative activities of the Office and its units (Graduate School, Academic Administration, Institutional Research and Assessment, Honors Program) including handling highly sensitive and confidential files, reports, and incoming correspondence; assuring electronic and paper file management; maintaining calendar and appointment schedule; coordinating and arranging meetings, programs; and making travel arrangements.
Monitor all budgets for expense control. Oversee the procurement process and purchase orders, reconciliations.
Manage graduate school applications in Slate, help front-end users (applicants) with application concerns, and provide support to faculty and graduate coordinators during review of applicants.
Serve as the primary contact for the office, providing information about programs and making appropriate referrals. Assure appropriate routing of petitions (undergraduate and graduate).
Academic Affairs support: manage the Academic Standards process – generate reports, issue letters to students; support for Honors program- maintain records; process undergraduate re-admissions
Assist with event (orientations, graduations, higher degree and honors ceremonies) management, planning, registration, day-of support and reporting
Assist with data analysis and report generation

Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.
Permanent Competitive Appointment Options:
Eligible List Appointment:
Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.
Section 70.1 Transfer to Administrative Assistant 1, SG 11:
Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework through the NYS CSEA Partnership website.
Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8:
Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10:
Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office
Website: (Use the "Apply for this Job" box below)..cfm
For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website: -traineeship
Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.$40,391 (Trainee 1- NS equated to SG-8)
$45,081 (Trainee 2- NS equated to SG-10)
$47,695 (Full Performance level SG-11)
Non-Competitive Appointment Option:
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…