Administrative Assistant ; NY HELPS - SUNY Westbury

Position: Administrative Assistant 1 (NY HELPS) - SUNY Old Westbury
Location: Old Westbury

About SUNY Old Westbury:

The State University of New York at Old Westbury is a dynamic and diverse public liberal arts college that fosters academic excellence through close interaction among students, faculty and staff. Old Westbury weaves the values of integrity, community engagement, and global citizenship into the fabric of its academic programs and campus life. In an environment that cultivates critical thinking, empathy, creativity and intercultural understanding, we endeavor to stimulate a passion for learning and a commitment to building a more just and sustainable world.

The University is a community of students, teachers, staff, and alumni bound together in mutual support, respect, and dedication to the Mission.

SUNY Old Westbury serves large populations of underrepresented, first-generation, and non-traditional students. Candidates with experience working with a similar student body, and a demonstrated commitment to supporting these populations, are strongly encouraged to apply.

Since its foundation in 1965, SUNY Old Westbury has been committed to social justice, diversity, and the empowerment of traditionally underserved populations. The University serves a large proportion of non-traditional students and has earned the prestigious Higher Education Excellence in Diversity Award from Insight into Diversity magazine for eight consecutive years.

Located on a 604-acre campus on Long Island, Nassau County, about 40 miles from New York City, SUNY Old Westbury comprises four Schools (Education, Business, Arts and Sciences and Professional Studies) with total enrollment of 4400 students. For more details about the SUNY Old Westbury, please refer to our website westbury.edu.

Job Description:

Position Available:
Administrative Assistant 1 (NY HELPS), SG 11, Line # 05644

Location:

SUNY Old Westbury - Information Technology Services

Salary: $40,391.00 to $58,447.00 plus $4,000.00 location pay. Salary may vary for appointments made at traineeship level.

Shift: Monday through Friday, 8:30 AM - 5:00 PM

Status:
Contingent Permanent, Full-time

When Available:
As soon as possible

Duties:

According to Civil Service Standards, performs a variety of administrative and office support functions while interacting with students, faculty, staff, campus departments, external organizations, vendors, and other stakeholders. The position reports to the Chief Information Officer (CIO) and requires strong organizational, communication, customer service, and administrative skills. Assists with the coordination of departmental operations, maintains records and reports, supports budget and procurement activities, and facilitates communication between the department and campus constituents.

Duties include, but are not limited to, the following:

* Provides administrative support to the CIO and the Information Technology Services department.

* Coordinates and follows up on assignments, projects, reports, and deadlines.

* Maintains calendars, schedules meetings, and coordinates appointments and events.

* Screens telephone calls, takes messages, responds to routine inquiries, and directs communications to the appropriate staff members.

* Receives visitors and provides assistance to students, faculty, staff, and external constituents.

* Sorts, screens, and routes incoming correspondence and mail.

* Performs general clerical duties, including filing, scanning, copying, data entry, and maintaining records.

* Drafts, prepares, edits, and proofreads correspondence, reports, memoranda, presentations, spreadsheets, and other documents.

* Maintains office filing, records retention, and archiving systems.

* Assists with departmental budget tracking, invoice processing, and expenditure monitoring.

* Supports procurement activities by gathering quotes and utilizing approved purchasing systems to create and track requisitions, purchase orders, receivers, and related documentation.

* Maintains office inventories and coordinates the ordering of supplies and materials.

* Reviews reports and invoices, obtains required approvals, and prepares documentation for processing.

* Assists with timesheet and administrative workflow processes, ensuring documentation is complete and submitted appropriately.

* Takes meeting minutes and distributes information as required.

* Maintains databases, spreadsheets, and departmental records to support operational and reporting needs.

* Conducts research and gathers information to assist in responding to inquiries, preparing reports, and supporting departmental initiatives.

* Coordinates communication with campus departments, SUNY organizations, vendors, and other external partners as needed.

* Assists in tracking departmental projects and initiatives to support timely completion of assigned activities.

* Supports the maintenance of departmental asset, inventory, and recordkeeping processes.

* Works independently to organize and prioritize multiple assignments while ensuring accuracy, confidentiality, and timely completion of tasks.

* Performs other…