Administrative Assistant 1 (NY HELPS)

Job Description: Position Available: Administrative Assistant 1 (NY HELPS), SG 11, Line # 05644 Location: SUNY Old Westbury - Information Technology Services Salary: $40,391.00 to $58,447.00 plus $4,000.00 location pay. Salary may vary for appointments made at traineeship level. Shift: Monday through Friday, 8:30 AM - 5:00 PM Status: Contingent Permanent, Full-time When Available: As soon as possible Duties: According to Civil Service Standards, performs a variety of administrative and office support functions while interacting with students, faculty, staff, campus departments, external organizations, vendors, and other stakeholders. The position reports to the Chief Information Officer (CIO) and requires strong organizational, communication, customer service, and administrative skills. Assists with the coordination of departmental operations, maintains records and reports, supports budget and procurement activities, and facilitates communication between the department and campus constituents. Duties include, but are not limited to, the following: Provides administrative support to the CIO and the Information Technology Services department. Coordinates and follows up on assignments, projects, reports, and deadlines. Maintains calendars, schedules meetings, and coordinates appointments and events. Screens telephone calls, takes messages, responds to routine inquiries, and directs communications to the appropriate staff members. Receives visitors and provides assistance to students, faculty, staff, and external constituents. Sorts, screens, and routes incoming correspondence and mail. Performs general clerical duties, including filing, scanning, copying, data entry, and maintaining records. Drafts, prepares, edits, and proofreads correspondence, reports, memoranda, presentations, spreadsheets, and other documents. Maintains office filing, records retention, and archiving systems. Assists with departmental budget tracking, invoice processing, and expenditure monitoring. Supports procurement activities by gathering quotes and utilizing approved purchasing systems to create and track requisitions, purchase orders, receivers, and related documentation. Maintains office inventories and coordinates the ordering of supplies and materials. Reviews reports and invoices, obtains required approvals, and prepares documentation for processing. Assists with timesheet and administrative workflow processes, ensuring documentation is complete and submitted appropriately. Takes meeting minutes and distributes information as required. Maintains databases, spreadsheets, and departmental records to support operational and reporting needs. Conducts research and gathers information to assist in responding to inquiries, preparing reports, and supporting departmental initiatives. Coordinates communication with campus departments, SUNY organizations, vendors, and other external partners as needed. Assists in tracking departmental projects and initiatives to support timely completion of assigned activities. Supports the maintenance of departmental asset, inventory, and recordkeeping processes. Works independently to organize and prioritize multiple assignments while ensuring accuracy, confidentiality, and timely completion of tasks. Performs other related duties as assigned by the CIO or the Vice President/CFO. 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. Requirements: 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. 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. 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 Information: The successful candidate must be authorized to work in the United States. The State University of New York at Old Westbury is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you require an accommodation for a disability in order to participate in the selection process, please contact the Office of Human Resources/Affirmative Action located in the Campus Center, Room I-211 or by calling View phone number on click.appcast.io. The Annual Security and Fire Report is filed as required by federal law. The purpose of this report is to provide faculty, staff and students with campus safety information, including crime statistics and safety policies and procedures. The report contains information regarding security and personal safety, including topics such as crime prevention, fire safety, crime reporting policies, disciplinary procedures and other matters of importance related to security and safety on campus. The report also contains information about crime statistics for the previous three calendar years. You can obtain a copy of this report by contacting the University Police Department View phone number on click.appcast.io or by downloading a copy. 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 Governor's Office of Employee Relations at View phone number on click.appcast.io or via email at View email address on click.appcast.io. Application Instructions: Please submit the following online: cover letter, resume, contact information (name, email address and telephone number) for three (3) references, and a fully completed Old Westbury employment application (available during the online application process). Only applications submitted online will be considered. CLOSING DATE FOR RECEIPT: July 8, 2026 VISA sponsorship is not available for this position. We encourage protected veterans, individuals with disabilities, women and minorities to apply. Employment in this position will be contingent on the College's verification of credentials and any other information required by federal or state law, and SUNY Old Westbury policies, including the completion of pre-employment screening.