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Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (1 vacancy) (NY HELPS)

SUNY Oneonta • Oneonta, NY • 4d ago

Location: Oneonta, NY Category: Maintenance, Clerical and Other Posted On: Thu Apr 9 2026 Job Description:

TITLE: Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (1 vacancy) (NY HELPS)

LOCATION: Office of Admission and Enrollment

UNIT: CSEA-Administrative

CLASS: Competitive

SALARY: $47,695. Visa sponsorship is not available for this position.

DATE POSTED: 04/09/2026

POST UNTIL: 04/20/2026

DESCRIPTION

The Office of Admission and Enrollment plays a vital role in the university's mission to nurture a community where students grow intellectually, thrive socially, and live purposefully. This office is often the first interaction prospective students, and their families have with the university. The processing of all undergraduate applications occurs in this office.

To learn more about the University and the Department, please visit: https://suny.oneonta.edu/ and https://suny.oneonta.edu/about/university-offices/access-and-opportunity-programs.

Duties include but are not limited to:

Managing office calendars by scheduling meetings, coordinating participant availability, reserving meeting and presentation spaces, resolving scheduling conflicts, and performing related office coordination functions.

Ordering, receiving, distributing, and maintaining inventories of office and reception-area supplies, materials, and promotional items to support efficient daily operations and recruitment activities.

Maintaining and updating office records and tracking spreadsheets related to budget activity, office expenditures, work orders, and Oneonta Auxiliary Services, Foundation, and Alumni accounts, ensuring records are accurate and maintained in accordance with established procedures.

Assisting with the preparation, processing, tracking, and filing of financial and administrative documentation, including travel, procurement, and purchasing materials and monthly credit card statements with supporting documentation, in accordance with established policies and procedures and ensuring accurate and timely submission.

Serving as a primary point of contact for campus offices by coordinating administrative tasks and providing data and operational support related to admissions processes.

Answering telephone calls and greeting students, alumni, faculty, and visitors; providing routine information; and referring inquiries to appropriate Admission and Enrollment staff to ensure excellent customer service.

Utilizing information technology applications such as Microsoft Office 365, Adobe products, Ellucian Banner, and the Admissions CRM (Slate) to perform daily administrative and recordkeeping functions.

Operating office equipment such as printers, scanners, and copiers, and arranging for maintenance or repairs as needed.

Performing additional administrative support duties consistent with the Administrative Assistant 1 classification as assigned by the Director of Admission and Enrollment.

Job Requirements:

Competitive Qualifications:

The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1, or must have held the permanent title of Administrative Assistant 1 in the past or be eligible to transfer into the title.

Non-competitive Qualifications:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). To be considered for appointment through NY HELPS, candidates must meet the non-competitive minimum qualifications for this position.

Administrative Assistant Trainee 1: High school diploma or high school equivalency; and 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.

Administrative Assistant Trainee 2: High school diploma or high school equivalency; and 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.

Administrative Assistant 1: High school diploma or high school equivalency; and 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).

Preferred Qualifications:

Proofreading and/or editing experience.

Customer service experience.

Experience working with students in a school and/or university environment.

Experience with Microsoft Office 365, including Excel and Adobe for document formatting and signing.

Additional Information:

This is a full-time, permanent position.

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 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.

SUNY Oneonta values a diverse university community. Please visit our website on diversity at: https://suny.oneonta.edu/diversity. Moreover, the University is an Equal Opportunity/Affirmative Action employer. Women, persons of color, persons with disabilities, and protected veterans are encouraged to apply. "At SUNY Oneonta, we believe that diversity is an asset and a source of strength that energizes our collective growth and innovation." - President Alberto Cardelle."

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