Administrative Assistant 1

Duties Description The Administrative Assistant will provide comprehensive administrative and operational support to the Psychology department. Responsibilities include, but are not limited to:

• Manage office operations including file maintenance/database management, including attending departmental meetings and recording meeting minutes
• Provide timely administrative and communications support for the Department Chair, Honors Program Coordinator, faculty, and students to ensure smooth daily operations
• Act as a general resource for obtaining quotes, submitting requisitions, processing invoices and other purchasing activities
• Maintain an up-to-date working knowledge of the Psychology department's curriculum and program requirements to provide front line answers and guidance as one of the department's main contacts; steer students towards appropriate resources
• Assist the Department Chair with monitoring and analyzing budget reports

Support the planning and coordination of departmental events, including sending invitations, making room and catering reservations, collecting RSVPs and tracking logistics

• Collaborate with the Department Chair and Registrar's Office with creating course schedules, procuring space/classroom assignments, and resolving scheduling problems and conflicts
• Serve as the primary point of contact for the department. This includes maintaining an open-door policy to greet students, faculty, and visitors, answering phones, routing emails, and prompt, professional replies to all telephone, e-mail, and in person inquiries
• Facilitate daily tasks for student work-study employees
• Perform other duties as assigned by the Department Chair and Honors Program Coordinator

Minimum Qualifications Non-competitive (NY HELPS):

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/or office administration.

OR

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

OR

• Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.

• Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).

• Administrative Assistant Trainee 1 Transfer Eligibility -

Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-6 or above).

• Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must either have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 or one year of services in a clerical title (SG-8 or above) AND successfully completed the four core administrative support courses.

• Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship AND successfully completed both the four core administrative support courses and the four elective administrative support courses, as designated by the agency.
  

All applicants must meet at least one of the above requirements.