Administrative Assistant 1, SG-11 (NY HELPS) Communication Studies

Administrative Assistant 1 SG-11 (NY HELPS) - Communication Studies

About SUNY Oswego:

Founded in 1861 the State University of New York at Oswego is a premier public university located in Central New York on the scenic shores of Lake Ontario just 45 minutes from Syracuse. SUNY Oswego enrolls nearly 7000 undergraduate and graduate students and is known for its commitment to academic excellence inclusive community and student-centered success.

A proud member of the State University of New York (SUNY) system Oswego offers more than 140 academic programs across the arts and sciences business communication education and STEM. The university is consistently recognized among the top regional public institutions in the North by U.S. News & World Report and named a Best Regional College by The Princeton Review for more than 20 years.

SUNY Oswego is also an engaged workplace community dedicated to supporting employee growth innovation and well-being. With a focus on equity inclusion and real-world impact Oswego provides a dynamic environment where faculty and staff help shape the future -both for students and for higher education.

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Job Description:

The Department of Communication Studies 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: August 19 2026

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

Salary: $47695/year. Commensurate with qualifications and addition the State University of New York provides an excellent benefits package. Please click herefor more information on benefits for full-time CSEA professionals.

Date of Appointment: As soon as possible.

Description of Responsibilities:

Equipment Cage & Inventory Management:

• Assist in tracking production inventory as it comes in and out.
• Check out and check in production gear using the cloud-based reservation system.
• Assist in updating the reservation database with new items and archiving old/retired items.
• Assist in managing the online reservation portal to verify student reservations.
• Conduct periodic inventory checks to ensure camera kits and accessories are complete.

Liaison & Student Support:

• Serve as a primary point of contact for students parents and campus entities.
• Answer the department phone line and respond to or forward emails sent to the general account.
• Provide directional assistance to students and handle general inquiries.

Digital File & Online Presence Management:

• Maintain and organize electronic department files in Google Drive Brightspace and other cloud-based storage systems.
• Assist the Chair and designated faculty with updating the department website and social media profiles.
• Manage the department calendar and post relevant announcements.

Supervision:

• Supervise schedule and monitor student workers or work-study staff.
• Assign tasks to student workers or work-study staff.

Coordination & Scheduling:

• Handle room requests and reservations for various spaces using the departments online calendar.
• Assist in maintaining the departments online calendar for room request coordination.
• Secure reservations for guest speakers reviewers and job candidates.
• Update print and post room schedules for department-assigned spaces before the start of each semester.

Chair & Faculty Administrative Support:

• Support the Chair in reviewing and tracking budgets purchasing and expenses.
• Assist the chair in creating budget reports and tracking account activity.
• Keep track of faculty travel forms requests and reimbursements.
• Assist with submission/filing of appointment forms extra service forms search committee reimbursements and other forms as assigned.
• Coordinate and distribute thank you notes to department donors special guests etc.
• Assist in creating posters fliers and other promotional assets for print or digital distribution.

General Office & Supplies:

• Order and monitor office supplies as needed.
• Pickup and distribute departmental mail and packages.

Office Equipment & Production Support:

• Assist with basic operation of office machines as requested.
• Perform minimal printing or scanning for faculty (primary files are electronic).

Requirements:

NY HELPS

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 this time agencies may recruit and hire employees by making temporary appointments.

At a future date (within one year of permanent appointment) 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 a NY HELPS title employees may take part in any promotion examination for which they are qualified.

Non-Competitive Minimum Qualifications (NY HELPS):

Administrative Assistant Trainee 1

Six months 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. To be advanced 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 at the Trainee 1 you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2

One year 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. To be advanced 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 2 you will advance to the full level of this title without further examination.

Administrative Assistant 1

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.

Substitution:

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

*Your degree must have been awarded by a college or university accredited by a regional national or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories you must provide independent verification of equivalency. This information can be found at Candidates are responsible for the evaluation fee.

Competitive 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 (Non-NY HELPS):

One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 or Administrative Assistant Trainee 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 NSGrade 8 & Administrative Assistant Trainee 2 NSGrade 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 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: Transfer or Reinstatement:

One year of permanent competitive or 55b/c service as anAdministrative 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 asanAdministrative Assistant 1.

Provisional Appointment:

Eligible for provisional appointment under NYS Civil Service guidelines.

Conditions of Employment:

This will be a permanent or provisional 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 hereto 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 Dr. Starr Wheeler ADA/504 Compliance Officer at or

For Campus Safety information please click hereto see the Annual Security and Fire Report (Clery).

SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click herefor 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.

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

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

Human Resources

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.

Required Experience:

Junior IC