Administrative Assistant 1 - Office of the Dean of Students


The Office of the Dean of Students at the State University of New York at Oswego invites applications to fill a full-time permanent, Administrative Assistant 1 position, Grade 11.

Posting Date: February 28, 2023

Review Date: Review of applications will begin immediately and will continue until the position is filled.

Salary: $44,957/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here for more information on benefits for full-time CSEA professionals.

Date of Appointment: As soon as possible.

Description of Responsibilities:

SUNY Oswego's Office of the Dean of Students (ODS) champions the student experience, ensures student success, and offers dynamic student engagement opportunities that ensure an inclusive, healthy, and safe learning environment for all students. Our team advocates for students as they navigate personal and educational challenges and responds to the emerging needs of our diverse students. The ODS supports a holistic network of care and cultivates collaborative partnerships to forward campus-wide efforts that integrate academic and student life; seeks to ensure that sufficient support networks for all students exist; engage with students in their campus communities; and support the implementation of a campus-wide focus on well-being.

Reporting to the Dean of Students, the Administrative Assistant will provide administrative support for the function areas within the Office of Dean of Students including Student Conduct and Student Well-being.

• Provide administrative and logistical support to the Office of the Dean of Students including scheduling appointments and meetings, maintaining staff calendars, answering telephone calls and greeting visitors to the office. Gather details to make appropriate response and/or referral.
• Manage all electronic and written correspondence to Student Conduct and monitor and respond to Student Conduct e-mail.
• Process outgoing mail, sort bulk and incoming mail, and distribute to the Office of the Dean of Students staff.
• Monitor website for updates and update website or request changes as needed.
• Use multifunction machines - copier, scanner, fax, etc. and maintain knowledge of technology specific to the conference room.
• Assist in maintaining records housed in Maxient (database for student behavior records), create or revise forms and letters and update software configurations when necessary.
• Organize, plan, and prioritize daily responsibilities to ensure accurate and timely execution of Student Conduct process and procedures including correspondence to Board members and responding to students and scheduling hearings.
• Create daily case assignments for all reports, including uploading UPD and OPD reports, and assign to the appropriate conduct officer. Upload materials and create cases as needed.
• Canvas and schedule student conduct hearings and appeal boards.
• Manage administrative functions to support departmental processes and services including; readmission after suspension, Behavioral Intervention Team, disciplinary record checks and Prior Felony Conviction.
• Maintain confidentiality with regard to all communications and protect confidentiality of all files (correspondence, personnel, student records, disciplinary records, requests for background checks, etc.).
• Prepare standard reports when requested by accessing databases or spreadsheets, format as needed.
• Support the Office of the Dean of Students committee work as needed including attending meetings and taking notes.
• Participate in the Office of Dean of Students staff meetings, retreats, and planning meetings.

Requirements:

Minimum Qualifications:

Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.

Permanent Appointment:

One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law; 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 in 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: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm

70.1 transfer or Reinstatement:

One year of permanent competitive or 55b/c service as an Administrative Assistant 1 OR have one year of permanent competitive or 55b/c service in a title within two salary grades of the target title that is eligible for transfer under Section 70.1 of Civil Service Law.

Reassignment:

Permanent competitive or 55b/c service as an Administrative Assistant 1.

Provisional Appointment:

Eligible for provisional appointment under NYS Civil Service guidelines.

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.


Additional Information:

For more details, reference New York State Department of Civil Service, Job Title Code # 2900100, Administrative Assistant 1, and Grade 11.

If you have any questions about the position, please call or e-mail:

Human Resources

315-312-2230

HR@oswego.edu


Application Instructions:

To Apply Submit:

1. Cover letter addressing qualifications and specifically addressing your experience
2. Resume
3. Copy of certificates related to qualifications
4. Contact information for three professional references

electronically by clicking on the APPLY NOW button.

Official transcripts are required at time of appointment.

All required documents must be uploaded in order for your application to be reviewed and considered. Please click here to login to check/edit your profile or to upload additional documents.

Please click CONTACT US if you need assistance applying through this website.



To apply, visit https://oswego.interviewexchange.com/jobofferdetails.jsp?JOBID=159551&CNTRNO=41&TSTMP=0





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