Administrative Assistant 2, Non-Competitive (Non-Permanent Eligible) CSEA
New York State
TitleAdministrative Assistant 2, Non-Competitive (Non-Permanent Eligible) CSEA
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $58046 to $70317 Annually
"Other" Explanation Academic Year: Monday - Friday, 8:30 AM - 4:30 PM
Summer: Monday - Friday, 8:00 AM - 4:00 PM
Workday
Street Address University at Albany (Office of the Provost and VP Academic Affairs)
1400 Washington Ave
Duties Description Calendar Management and Scheduling Meetings:
Coordinate and manage the Provost's calendar; schedule in person and zoom meetings with faculty, staff, students and outside constituents; provide Provost with calendar updates; follow-up on meeting requests submitted in Hive; coordinate and manage calendars of staff in the Provost's Office as requested; schedule in person and zoom meetings with faculty, staff, students and outside constituents; meet weekly with the Provost to review their calendar; schedule routine meetings in advance (at least one semester prior) as assigned.
General Administrative Support:
Assist in the preparation of documents for meetings, presentations, ceremonies and events; prepare correspondence; format, proof and mail - to include electronic correspondence; enter items into Hive project management system as needed; provide administrative support to Provost Office staff as requested; order supplies and maintain supply cabinets; coordinate Senate Bill signatures with the President's Office; maintain and update the Provost Council membership list; make travel arrangements for Office Staff and visitors; prepare required travel reimbursement forms; request work-study student support each semester; oversee shredding
Meeting Arrangements:
Reserve conference rooms using university virtual event management system (EMS); arrange and manage catering services for meetings, events and conferences when needed; assemble materials for meetings as requested; distribute agendas as requested (ex. AA Administrative meetings, Deans Council meetings, etc.); ensure meeting rooms are properly arranged and tech support is in place the day of the meeting; provide parking information and passes for guests as needed; prepare information packets as needed for guests.
Manage incoming mail:
Date stamp and distribute or redirect to the appropriate staff member in a timely manner; prepare outgoing mail; serve as liaison with Mail Services.
Receptionist Responsibilities:
Staff the front reception area; assist visitors, guests and callers in a professional, respectful, and courteous manner; answer and direct / refer phone calls to the appropriate staff member and initiate referrals where applicable based on callers' needs; ensure reception area is properly covered; forward phone and update outgoing message as needed.
Personnel Paperwork Support:
Process and track incoming forms for Academic Affairs working with units to ensure accurate and complete submissions; assist with sabbatical and other leave request forms (ensuring requests contain all required documents and record employee name, leave dates, etc. in the spreadsheet).
Communications and Webpage Support:
Maintain webpages for the Provost Office, University Senate, senate councils and committees and UAlbany Law as directed using RedDot, Dreamweaver or other content management system as needed; update webpage content including photos for Academic Affairs, Provost Office and UAlbany Law; proof mass communications and set up communications on the Provost Office template; sent out finalized communications to faculty, staff, students and others as appropriate; maintain Outlook distribution lists and update lists each semester; send Provost remarks requests to appropriate individuals to draft remarks and follow up as needed; maintain the holiday card list and distribute electronic and paper holiday card.
Facilities Related:
Assist with coordination and management of equipment inventories and installations (phones, computers, etc); coordinate office name signage related to staff changes; request and coordinate key arrangements for new staff.
Senate Support:
Provide administrative support to the University Senate and GOV as well as other Senate councils and committees as needed; reserve rooms, manage catering services when requested, and prepare bills for the President's signature; post meeting dates, agendas, minutes and update members for the University Senate, Senate Executive Council, and GOV as requested.
Other:
Complete required employee trainings (ex. Skillsoft courses); participate in professional development activities as requested; provide direction and guidance to work-study and graduate students assigned to the Provost Office; supervise work-study students and provide routine tasks to work-study students (ex. shredding, hand deliveries, etc.).
Performance Criteria and Expectations:
Accuracy; efficiency; completion of responsibilities in a timely fashion; collegiality and teamwork approach; positive approach to work
Minimum Qualifications MINIMUM REQUIREMENTS:
High school diploma, or high school equivalency diploma, and three 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.
**Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
OPERATING NEEDS:
Experience with Microsoft Office Suite (PowerPoint, Word, Excel, Access, and Outlook) preferred.
Experience in scheduling Outlook meetings / appointments, managing several Outlook calendars, and making travel arrangements.
Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=184018
Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml
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