Administrative Assistant I/Trainee I NY HELPS

About SUNY Polytechnic Institute:

Employment is with the State University of New York Polytechnic Institute (SUNY Poly)

SUNY Polytechnic Institute (SUNY Poly) is New York's globally recognized leader in higher education and technology innovation, research and development.  SUNY Poly serves as a major resource for pioneering research and development, technology deployment, education, and commercialization for the international nanoelectronics industry.

SUNY Poly is dedicated to the goal of building a diverse and inclusive teaching, research, and working environment. Potential applicants who share this goal, especially underrepresented minorities, women, persons with disabilities, and veterans are strongly encouraged to apply.

Job Description:

The Administrative Assistant 1 provides support to the Vice President of Development by maintaining the donor database and performing clerical tasks. These tasks include greeting donors and campus constituents, answering phones, sending emails, and acknowledgment letters, preparing donor impact reports, and meeting invites, taking meeting minutes, and filing. This person works closely with Auxiliary Services in preparing monthly financial reports and preparing for the Foundation's annual audit.

• Maintains accurate constituent records using Raiser's Edge. Prepares monthly financial reports, assists with the annual audit, and runs reports as requested.
• Provides clerical support to the Vice President of Development including scheduling meetings, taking and transcribing meeting minutes, preparing and distributing meeting documents, preparing annual donor impact reports, and contacting students for acknowledgment letters.
• Assists in preparing purchase vouchers, estimates, and invoices for external conferencing clients.
• Other reasonable duties as assigned.

The primary location for this position is in Utica, with possible travel to other operating locations

Salary: $44,957 / $38,073 (Trainee I)

Benefits: https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/CSEAbenefitsummary-December-2022.pdf

Requirements:

Minimum Requirements:

Please note qualifications for this position may be subject to change. If substitutions for education and/or experience are allowed, this information would be available in the announcement.

The successful candidate must be willing to take and pass a Civil Service examination when available.

The eligible list for the Administrative Assistant 1/Trainee 1 & Trainee 2 examination is used to fill positions in this title.

To qualify for this examination:

On or before the date of the examination, the candidate must be a qualified employee of New York State and have had three months of permanent competitive or 55-b/55-c service as a Data Entry Machine Operator, Data Entry Machine Operator (Spanish Language), Keyboard Specialist 1 (Spanish Language), Keyboard Specialist, 2, Keyboard Specialist 2 (Spanish Language), Law Department Document Specialist, Law Department Document Specialist Trainee 1, Law Department Specialist Trainee 2, Office Assistant 1 Keyboarding, Office Assistant 1 Keyboarding (Chinese Language), Office Assistant 1 Keyboarding (Spanish Language), Office Assistant 2 Keyboarding, Office Assistant 2 Keyboarding (Spanish Language), or Senior Data Entry Machine Operator.

Coursework Requirements: candidates must complete the below coursework requirements within 1 year of appointment to a traineeship:

Coursework: Candidates must complete the following core courses: Microsoft Word Basics; Customer Service; Organized Office Worker; and Successful Business Writing.

In addition to the above courses, candidates must also complete the following courses in the following competencies: Professionalism & Self-Management, Verbal and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology.

For informational purposes only, click on the examination number(s) listed below to see the current or previous examination(s) that are used to fill this title

Applicants must address in their applications their abilities to work with a culturally diverse population.  This position is contingent on the satisfactory completion of a background check; this position may require annual checks.

Additional Information:

Closing date for receipt of applications: until the position is filled

SUNY Polytechnic Institute offers exceptional benefits such as healthcare, dental, vision, pension plans, competitive pay, generous paid time off, tuition assistance, life insurance and long-term disability insurance.

As an Equal Opportunity / Affirmative Action employer, SUNY Polytechnic Institute will not discriminate in its employment practices due to an applicant's race, creed, religion, color, citizenship, national origin, sex, age, sexual orientation, predisposing genetic characteristics, gender identification or expression, genetic information, familial status, marital status, pregnancy, status as a domestic violence victim, criminal conviction, disability, military status, disabled veteran, recently separated veteran, Armed Forces Service Medal veteran, active duty or wartime campaign badge veteran, or other characteristic as protected by law.. Please feel free to review your equal employment opportunities protections and laws pertaining to these protections at http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the College's crime statistics for the past three years; and disclosures regarding the College's current campus security policies. The SUNY Polytechnic Institute Annual Security Report is available in portable document format [PDF] by clicking this link:

https://sunypoly.edu/sites/default/files/Clery Report 2023 - Utica [83].pdf

Inquiries regarding the application of Title IX and other laws, regulations and policies prohibiting discrimination may be directed to the Title IX Coordinator [email protected] at SUNY Polytechnic Institute. Inquiries may also be directed to the United States Department of Education's Office for Civil Rights, 32 Old Slip 26th Floor, New York, NY 10005-2500; Tel. (646) 428-3800; Email [email protected] .

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 (518) 474-6988 or via email at [email protected] .    

Application Instructions:

Persons interested in the above position must submit a resume, cover letter, three references, a diversity statement, and The SUNY Polytechnic employment application.  In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position, please email us at [email protected] or call 315-792-7191.