Administrative Assistant 1 (NY HELPS), SG 11

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|   | | | |   | | Administrative Assistant 1 (NY HELPS), SG 11 | |   | |

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|   | | | |   | | Administrative Assistant 1 (NY HELPS), SG 11 | |   | |

| | | |

 

Category:

Classified

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Department:

Athletics

Locations:

Old Westbury, NY

Posted:

Jul 2, 2025

Closes:

Aug 1, 2025 - 11:59 PM EDT

Type:

Full-time

Position ID:

189933

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About SUNY Old Westbury:

The State University of New York at Old Westbury is a dynamic and diverse public liberal arts college that fosters academic excellence through close interaction among students, faculty and staff. Old Westbury weaves the values of integrity, community engagement, and global citizenship into the fabric of its academic programs and campus life. In an environment that cultivates critical thinking, empathy, creativity and intercultural understanding, we endeavor to stimulate a passion for learning and a commitment to building a more just and sustainable world. The University is a community of students, teachers, staff, and alumni bound together in mutual support, respect, and dedication to the Mission.

SUNY Old Westbury serves large populations of underrepresented, first-generation, and non-traditional students.  Candidates with experience working with a similar student body, and a demonstrated commitment to supporting these populations, are strongly encouraged to apply.

Since its foundation in 1965, SUNY Old Westbury has been committed to social justice, diversity, and the empowerment of traditionally underserved populations.  The University serves a large proportion of non-traditional students and has earned the prestigious Higher Education Excellence in Diversity Award from Insight into Diversity magazine for seven consecutive years. 

Located on a 604-acre campus on Long Island, Nassau County, about 40 miles from New York City, SUNY Old Westbury comprises four Schools (Education, Business, Arts and Sciences and Professional Studies) with total enrollment of 4400 students.  For more details about the SUNY Old Westbury, please refer to our website at www.oldwestbury.edu.

Job Description:

Position Available:   Administrative Assistant 1 (NY HELPS), SG 11, Line # 05410

Location:   SUNY Old Westbury - Athletics

Salary:   $40,391.00 to $58,447.00 plus $4,000.00 location pay. Salary may vary for appointments made at traineeship level.

Shift:   Monday through Friday, 8:30 a.m. to 5:00 p.m.

Status:   Permanent

When Available:    As soon as possible

Duties:

According to Civil Service Standards, but particularly: provide administrative and secretarial support to the Director of Athletics and ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; other related activities. Duties include but not limited to the following as below:

• Answer telephones, provide information to callers, take messages, and transfer calls.
• Greet visitors and callers, handle inquiries, and direct visitors or callers to appropriate individuals.
• Open, read, route, and distribute incoming mail or other materials; answer routine letters; and prepare and mail items.
• Set up and manage paper and electronic filing systems; and use various information technology applications such as email, database, and word processing applications.
• Enter requisitions into the campus procurement system, set up payments for vendors and match invoices with purchase orders.
• Operate office equipment such as printers, scanners, and copiers; and arrange for equipment repairs.
• Create, maintain, and enter information into databases.
• Maintain schedule and event calendars; coordinate conferences, meetings, and events; and make travel arrangements for staff.
• Complete forms in accordance with agency procedures.
• Copy, file, and distribute documents to staff.
• Locate and attach files to correspondence requiring replies.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Review work done by others for proper grammar and formatting, and make and recommend revisions.
• Search for information using sources such as the internet.
• Order and distribute supplies.
• May supervise lower-level clerical staff and provide training and orientation to new staff.

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 a future date, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Requirements:

Minimum Qualifications: 

Competitive: Candidates must meet one of the following criteria:

• Promotional: A current employee who is reachable on the appropriate Administrative Assistant 1 promotional list.
• Open Competitive: Must be reachable for appointment on the appropriate NY State Civil Service eligible list for this title as an Administrative Assistant 1.
• Agency Transfer:  Candidates must be permanently appointed in the title of an Administrative Assistant I, transferring from another State agency.
• Transfer to Administrative Assistant 1: Candidates must have one year of permanent competitive service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework.
• Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
• Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.go....

Traineeship: To advance 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 1, you will automatically advance to Trainee 2. 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.

Non-competitive: high school diploma or high school equivalency diploma; 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 management of an office.

Additional Information:

The successful candidate must be authorized to work in the United States.

The State University of New York at Old Westbury is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.

If you require an accommodation for a disability in order to participate in the selection process, please contact the Office of Human Resources/Affirmative Action located in the Campus Center, Room I-211 or by calling (516) 876-3179.

The Annual Security and Fire Report is filed as required by federal law. The purpose of this report is to provide faculty, staff and students with campus safety information, including crime statistics and safety policies and procedures. The report contains information regarding security and personal safety, including topics such as crime prevention, fire safety, crime reporting policies, disciplinary procedures and other matters of importance related to security and safety on campus. The report also contains information about crime statistics for the previous three calendar years. You can obtain a copy of this report by contacting the University Police Department (516) 876-3333 or by downloading a copy.

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 info@goer.ny.gov. 

Application Instructions:

Please submit the following online:

1. cover letter,
2. resume,
3. contact information (name, email address and telephone number) for three (3) references, and
4. a fully completed Old Westbury employment application (available during the online application process).

Only applications submitted online will be considered.

CLOSING DATE FOR RECEIPT:             August 1, 2025

VISA sponsorship is not available for this position.

We encourage protected veterans, individuals with disabilities, women and minorities to apply.

Employment in this position will be contingent on the College's verification of credentials and any other information required by federal or state law, and SUNY Old Westbury policies, including the completion of pre-employment screening. 

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