Administrative Assistant I (Trainee 1) - Athletics

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:

Provide administrative support for the Athletic Department's professional staff including administrators, coaches and student employees. Increase the effectiveness of program staff by coordinating paperwork and assisting with day-to-day administrative support for the conduct of the overall departmental operations. Assist with onboarding and orienting new staff including but not limited to new office setup, complete paperwork for requesting keys, credit card, purchase requisitions, etc. Serve as primary point of contact for both internal and external campus constituencies. Organize and maintain records of all athletic budgets and purchases while coordinating and processing payments of all invoices within appropriate budgets. Assist student employees with timesheet and payment voucher. Prepare and process payment vouchers for event management employees and officials. Research background information and prepare reports for budgets to facilitate efforts of the administration. Monitor the receipt of invoices for events where fees are owed and distribute invoices where applicable. Assist with all questions received via telephone, email and in-person communications as they pertain to athletic operations. Open, sort and distribute mail. Design, organize and maintain office filing systems. Assist with department facilities scheduling as needed. Assist with department special events including, but not limited to, awards celebration(s), golf tournament(s), etc. Develop relationships with various campus offices. Coordinate and schedule team travel, meal money, transportation, officials and overnight lodging for intercollegiate sports. Type correspondence and memos as needed.

The ideal candidate for this position possesses excellent communication and organization skills; is proficient in Word, Excel and able to learn other software as needed; is a self-starter who can work alone and also as part of a team.

• Serve as office manager for Athletics greet visitors, answer phones, coordinate appointments, process invoices, respond to communication, coordinate travel arrangements, maintain budgets
• Record keeping, inputting data, minutes at meetings as needed, assisting student workers as needed
• Assist with coordination of special events and programs
• Assist other areas of SA/EM
• Other reasonable duties as assigned.

Salary: Administrative Assistant 1 (Trainee) - $38,073 / Administrative Assistant 1 - $44,957

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

Reporting Relationships: (If applicable, provide the number of employees and the jobs of the staff reporting to this position.)

• Reports to the Director of Athletics
• Supervises: Student Work Study and Graduate Assistants

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 on the announcement.

Candidates must take and pass a written examination to be considered for appointment to this position.

You must be a qualified employee of New York State and have had three months permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.

Additional Information:

Closing date for receipt of applications: until 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, along with 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.