Indicates whether if this vacancy posting is part of the NY HELPS Program.NY HELPNo

The agency in which the vacancy exists.AgencyUniversity at Albany

The job title for the vacancy.TitleAdministrative Assistant 2, Non-Competitive (Non-Permanent Eligible) CSEA

The job title for the vacancy.Occupational CategoryClerical, Secretarial, Office Aide

The salary grade for this vacancy. Salaries are determined by salary grade and bargaining unit.Salary Grade15

The collective bargaining unit to which this vacancy is assigned.Bargaining UnitASU - Administrative Services Unit (CSEA)

The minimum and maximum of the salary range for this vacancy.Salary RangeFrom $58046 to $70317 Annually

Indicates whether this job is full-time or part-time. If the job is part-time, an estimated percentage will be provided. Employment Type Full-Time

This indicates the type of job, typically permanent, temporary, or provisional. 'Provisional' means that the appointment will be temporary until the incumbent takes and passes an appropriate civil service examination. Appointment Type Permanent

Jurisdictional class is the indicator for how this job can be filled. The classified service is governed by the Civil Service Commission, and consists of competitive, non-competitive, exempt, and labor classes. 'Competitive class' indicates that the applicant must take and pass an appropriate civil service examination. 'Non-competitive class' indicates that the applicant's qualifications will be evaluated without a civil service examination. 'Exempt class' indicates that the applicant will be evaluated by methods other than competitive or non-competitive, and that incumbents will not be granted tenure. 'Labor class' requires that applicants possess skills or other physical characteristics that cannot effectively be evaluated by other means. The unclassified service is legislatively defined, and includes such positions as elected officials, department and agency heads, and all academic personnel in public schools, colleges, and universities. Jurisdictional Class Non-competitive Class

Estimates the percentage of time incumbents of this vacancy will be required to travel. Travel Percentage 0%

This provides information on the expected workweek. Workweek Other (see below)

If 'other' is selected as the workweek type, this field explains what that schedule is. "Other" Explanation Hours: Work schedule to be confirmed at the time of job offer. Options include: Academic Year 8:30am-5:00pm / Summers 8:00am-4:00pm Academic Year 8:30am-4:30pm / Summers 8:00am-4:00pm Academic Year 9:00am-5:00pm / Summers 8:00am-4:00pm Academic Year 8:00am-4:00pm / Summers 8:00am-4:00pm

The number of hours in the workweek, typically 37.5 or 40 for full time, or any other number for part time.Hours Per Week 37.5

Workday

The start time for this vacancy. If the agency employs flextime, this will be the earliest time this vacancy's shift can start. From 8:30 AM

The end time for this vacancy. If the agency employs flextime, this will be the latest time this vacancy's shift can end. To 4:30 PM

If checked, the agency allows flextime. Flextime allowed? No

If checked, this vacancy includes mandatory overtime. Mandatory overtime? No

If checked, this agency allows compressed workweek scheduling. Compressed workweek allowed? No

If checked, this agency allows telecommuting for this position. Telecommuting allowed? No

The county in which the vacancy is located. County New York

The street address where the vacancy is located. Street Address University at Albany (Office of the Vice President for Research and Economic Development

1400 Washington Ave

The city where the vacancy is located. City Albany

The state where the vacancy is located (the default is New York). StateNY

The zip code where the vacancy is located. Zip Code12222

The duties that the incumbent of the vacancy will be expected to perform. Duties Description Provide staff assistance and administrative support to the Vice President for Research and Economic Development (VPRED) as well as to two Associate Vice Presidents (AVPs). Duties
include, but are not limited to:
1. Maintain and coordinate the VPRED’s appointment calendar. This involves scheduling
meetings by inviting participants, making room reservations, preparing meeting materials, and ordering refreshments, if needed. Calendaring for the two Associate VPs.
2. Organize travel arrangements for the VPRED and AVPs, including conference registration, domestic and international travel, and hotel accommodations.
3. Reconcile travel card statements and process reimbursements of expenses incurred.
4. Coordinate travel arrangements and itineraries for prospective candidates and visitors to the Office of the VPRED and submit vouchers for reimbursement of expenses incurred.
5. Communicate effectively on behalf of the VPRED on a variety of action items to direct reports, administration, and other internal and external stakeholders. Keep VPRED informed on progress and status of critical action items on VPRED’s agenda.
6. Receive incoming calls and visitors. Determine the proper person or office that can address the inquiry and direct the call or visitor accordingly.
7. Work closely with the Senior Associate for Finance and Administration regarding travel funds, p-card purchases and reconciliations and additional budget requests that arise.
8. Attend the VPRED Executive Staff meetings and prepare agendas, record minutes, and follow up with action items as necessary.
9. Obtain the proper signatures on forms from Human Resources, Budget Office, President and Provost Offices, Centers/Institutes, and other University departments. This includes
the Operations Managers (OM) Research Foundation Signatory list.
10. Assist the Program Coordinator for Research Excellence with event logistics, including room reservations, ordering refreshments, invitation distribution, tracking responses,
equipment needs, making travel arrangements for keynote speaker(s) and submit proper paperwork for guest speaker reimbursement.
11. Responsible for requisition and receiving of office supplies and equipment; maintaining inventory and placing service calls for office equipment when necessary.
12. Supervise work-study students, when needed.
13. Maintain physical and digital filing systems.
14. Screen and review all incoming mail for the Office of the Vice President for Research and Economic Development and make determinations regarding distribution, action required, etc. wherever possible. Review all outgoing mail ensuring proper copies are made for distribution and follow-up when necessary.
15. When assigned as support staff on a search committee, work closely with the Research Foundation or State Human Resources and the Office of Diversity and Inclusion on tracking applications, reviewing applications, coordinating interviews and on campus
visits, and notifying applicants when the search concludes.
16. Perform other job-related duties as assigned by Office of the VPRED

The minimum qualifications required for this vacancy. Minimum Qualifications MINIMUM REQUIREMENTS:

High school diploma, or high school equivalency diploma, and three 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.

**Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

OPERATING NEEDS:

Experience with Microsoft Office Suite (PowerPoint, Word, Excel, Access, and Outlook) preferred.

Experience in scheduling Outlook meetings / appointments, managing several Outlook calendars, and making travel arrangements.

Additional comments regarding the vacancy. Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=185980

Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml

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

The name of the contact person for this vacancy. Name Office of Human Resources

The telephone number to use for questions about this vacancy. Telephone 518-437-4700

The fax to use for this vacancy. Fax 518-437-4731

Email address for emailing applications, or to ask questions about this vacancy. Email Address classifiedjobs@albany.edu

Address

The street address of the contact for this vacancy. Street University at Albany

1400 Washington Avenue, UAB 300

The city for the contact for this vacancy. City Albany

The state of the contact for this vacancy (the default is New York). State NY

The zip code for the contact for this vacancy. Zip Code 12222

Instructions for potential applicants.Notes on ApplyingTo apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=185980