Administrative Assistant 1

Duties Description The Administrative Assistant will provide comprehensive administrative and operational support to Reed Library, Planning & Assessment, and Online Learning. Responsibilities include, but are not limited to:

-Provides comprehensive administrative and operational support for the Library Director and Reed Library. Similar support for the Office of Assessment, Office of Online Learning, and the Office of Student Creative Activity and Research (OSCAR), as needed.
-Building Coordination: Coordinates the door schedule for access to outside doors in Reed and McEwen, and the interior doors for Reed. This includes using the BOSS system for electronic door access. Also processes and tracks work orders for building maintenance across Reed and Carnahan-Jackson buildings.
-Event Coordination: Coordinates exhibit displays and events, including logistics for furniture, signage, catering contracts and janitorial support. Supports Directors with organizing meetings and schedules and taking minutes as needed. Assists with the preparation and support for the annual OSCAR Expo.
-Financial Management: Monitors and maintains budget records including requisitions, purchase orders, invoices, and contract renewals. Processes contract renewals and invoices using Fredmart, Fredonia Contract and ITS Trackers systems. Maintains internal financial trackers. Processes payments using grant, state and foundation accounts. Assists OSCAR director with student grant payments and awards.
-Human Resources and Hiring: Manages H.R. system (i.e. Interview Exchange) for request-to hire, onboarding and candidate travel arrangements, processes COS forms and graduate student funding, and assists with tenure timelines.
-Procurement and Inventory: Orders supplies for Library lab and operations. Manage property control for asset removal and inventory updates. Tracks procurement files and ensures compliance with retention policies.
-Administrative Support: Schedules appointments for the Library Director. Processes business cards, name tags and alumni gifts. Assists with travel authorizations and expense tracking for library faculty and national and international guests/researchers.


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.


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Name Lindsey Aldrich


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Address

Street 280 Central Avenue


511 Maytum Hall


City Fredonia


State NY


Zip Code 14063


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