Job Information
State University of New York at Oswego Administrative Assistant 1 - School of Education Dean's Office in Oswego, New York
Location: Oswego, NY Category: Classified Posted On: Mon Jul 10 2023 Job Description:
The School of Education Dean's Office 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: July 10, 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 (https://www.suny.edu/benefits/) for more information on benefits for full-time CSEA professionals.
Date of Appointment: As soon as possible.
Description of Responsibilities:
Provide administrative support for the SOE Dean's Office:
Provide administrative support for the Associate Deans and provide support and oversight of their calendars
Maintain and update the calendars for the SOE and manage reservations for the Dean's Conference Room, Park 305; make reservations for rooms/space as requested by the SOE leadership team, faculty, and staff.
Support the SOE Dean's Office programs, events, and meetings as needed by the Associate Deans and Dean
In partnership with the Administrative Assistant to the Dean, take minutes at a variety of SOE meetings and distribute minutes for review as appropriate
Assist students with inquiries regarding SOE policies and procedures regarding academic warning, disqualification, and readmission
Provide organizational support for tracking student requests for readmission, and the corresponding documents including transcripts, review forms, appeal letters, etc.; serve as the liaison between the academic department and Associate Dean during readmission review, and send formal communication regarding readmissions decisions
Maintain databases related to students' academic standing, schedule meetings between students and the Associate Dean, liaise between the SOE Dean's Office and Registrar regarding academic standing and disqualification, and oversee communication for academic warning, disqualification, and appeal
Support annual catalog updates
Update and maintain the SOE website with input from the SOE Dean, Associate Dean, department chairs, directors, and program coordinators
Initiate annual auditing of the SOE website to ensure accurate and up-to-date information
Serve as the point of contact for individuals calling or emailing the SOE Dean's Office at educate@oswego.edu; assist faculty, students, parents, and other offices through face-to-face, phone, and email interactions
Support SoE program documentation:
Support Associate Deans, department chairs, and program coordinators/directors in developing and updating/revising programs of study within the SoE
Maintain documentation of NYSED registered programs (new and revised)
Maintain database of course outlines associated with a program
Help maintain up to date faculty and staff CVs/resumes
In partnership with the Associate Dean of the SOE, oversee and manage student scholarships:
Verify accuracy of 25+ scholarship descriptions
Assist in scheduling, preparing materials, and documenting scholarship review team meetings
Build and maintain a tracking system for the review of eligible applicants by the Associate Dean
Assist in utilizing client relationship management tools to confirm students' level of financial need, award eligibility, and completeness of applications
Support the School of Education assessment and accreditation activities:
In collaboration with the SOE's Data Manager, assist with data entry and management in the Tk20 system. Support account activation, management, and reconciliation of Tk20 and associated coding in Banner
Support documentation of SOE meeting agendas and instructional materials in Tk20 toward accreditation and accountability reporting
Assist the Data Manager in maintaining Tk20/Watermark for all matriculated SOE students; utilize Argos to identify students who need Tk20 accounts
Monitor students who withdraw from SOE majors to facilitate refunds
Facilitate distribution of NYSED e-vouchers for NYSTCE, as appropriate
Provide information to current students and alumni related to their certification status in the TEACH system
Job 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 & Administrative Assistant Trainee 2, NS=Grade 10) 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 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:
Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here (https://www.oswego.edu/human-resources/non-discrimination-policy) to see our full non-discrimination policy.
In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.
Requests for reasonable accommodations of a disability during the application and/or interview process should be made to the Human Resources Office by calling 315-312-2230 or emailing hr@oswego.edu.
For Campus Safety information, please click here (https://www.oswego.edu/police/annual-report) to see the Annual Security and Fire Report (Clery).
SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here (https://www.oswego.edu/human-resources/sites/human-resources/files/tobacco_smoke_free_policy_final.pdf) for further policy details, including education and cessation resources.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.
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