NY HELPYes

AgencySUNY Old Westbury

TitleAdministrative Assistant 1 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Nassau

Street Address 223 Store Hill Rd

City Old Westbury

StateNY

Zip Code11568

Duties Description According to Civil Service Standards, but particularly: provide administrative and secretarial support to the Director of Educational Opportunity Program and ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; other related activities. Duties include but not limited to the following as below –

• Provide general administrative and clerical support to the EOP office, including but not limited to answering phones, responding to emails, handling walk-in inquiries, Schedule appointments, meetings, and events for EOP staff and students, maintain and update EOP databases, student records and assist in the preparation and distribution of reports, newsletters, and correspondence.
• Serve as the first point of contact for EOP students, answer questions about program services, deadlines, and resources. Assist students in completing applications, forms, and other required documentation. Follow up with students on missing paperwork, deadlines, and other program requirements. Provide guidance to students on accessing campus resources.
• Assist with planning and coordinating workshops, orientations, and special events for EOP students, such as EOP Summer Program, academic success workshops, career development sessions, and social activities. Arrange logistics for events, including securing venues, ordering supplies, and coordinating catering when necessary. Support EOP staff with student outreach and recruitment activities, including organizing materials for presentations and student information sessions.
• Process and track EOP office expenditures, including purchasing office supplies, travel arrangements, and event expenses.
• Draft and disseminate communication materials, including email announcements, flyers, and brochures, to promote EOP services and events. Coordinate outreach to prospective EOP students, parents, and community partners through various communication channels.
• Oversee day-to-day operations of the EOP office, ensuring the office environment is organized and supplies are fully stocked. Manage office equipment, including computers, printers, and copiers, troubleshooting issues and coordinating with IT when necessary.
• Assist in compiling data for program reports, assessments. Ensure proper handling and confidentiality of student records and sensitive program information in accordance with FERPA and other applicable laws.
• Serve as a liaison between the EOP office and other departments on campus. Attend campus meetings and events as a representative of the EOP office to foster collaboration and stay informed on campus-wide initiatives.
• Perform other duties as assigned that are within the administrative duties of the department.

Minimum Qualifications Competitive: Candidates must meet one of the following criteria:

• Promotional: A current employee who is reachable on the appropriate Administrative Assistant 1 promotional list.
• Open Competitive: Must be reachable for appointment on the appropriate NY State Civil Service eligible list for this title as an Administrative Assistant 1.
• Agency Transfer – Candidates must be permanently appointed in the title of an Administrative Assistant I, transferring from another State agency.
• Transfer to Administrative Assistant 1: Candidates must have one year of permanent competitive 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.
• Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
• Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive 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. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm.

Traineeship: To advance 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 1, you will automatically advance to Trainee 2. 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.

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.

Non-competitive: high school diploma or high school equivalency diploma; 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 management of an office.

Additional Comments 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 a future date, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

The successful candidate must be authorized to work in United States. In addition to the annual salary, this position is eligible to receive $4,000.00 downstate location pay.

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

Name Chaitali Kotwal

Telephone 516-876-3179

Fax 516-876-3209

Email Address hr@oldwestbury.edu

Address

Street PO Box 210

City Old Westbury

State NY

Zip Code 11568

Notes on ApplyingIf you are interested in applying for this position, please visit the SUNY Old Westbury website at https://www.oldwestbury.edu/ and select Jobs & Careers (at the bottom of the home page). Please click Administrative Assistant 1 under Classified and follow the instructions.