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

Job Description:

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

LOCATION: Anthropology and Science Discovery Center

UNIT: CSEA, Administrative Services                                                                                                                   

CLASS: Competitive

SALARY: 49,841. Visa sponsorship is not available for this position.

DATE POSTED: 10/14/2026

POST UNTIL: 10/26/2026

DESCRIPTION

This is a joint position in the Department of Anthropology and the Science Discovery Center (SDC). As the Administrative Assistant, you will support the daily operations of both areas by working closely with faculty, staff, and students. In the SDC, you will also engage with visitors and school groups, serving as a welcoming and knowledgeable point of contact. This position combines customer service and administrative responsibilities in a collaborative academic and public-facing environment. 

To learn more about the University and the Departments, please visit https://suny.oneonta.edu/, https://suny.oneonta.edu/anthropology, and https://suny.oneonta.edu/science-outreach-activities.

Key Responsibilities 

The Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (1 vacancy) (NY HELPS) position provides crucial support to the staff in the Anthropology Department and Science Discovery Center. Responsibilities may include but are not limited to: 

• Answering telephone calls, responding to email inquiries, and greeting visitors/students. Providing general information regarding office and university processes and directing or transferring calls and inquiries as appropriate. 
• Coordinating pre-enrollment and overseeing scheduling, including submitting all related forms. 
• Coordinating events, including making room reservations, submitting catering orders, and developing and posting flyers. 
• Managing projects or contributing to teamwork, including overseeing Federal Work Study students and interns in the SDC. Setting up and maintaining paper and electronic filing systems, tracking work assignments and daily workflow. Providing support, training, or orientation to Work Study students in accordance with established procedures. 
• Searching for information using various sources, including the internet. Using information technology applications such as email, word processing, spreadsheets, and databases; performing data entry and recording maintenance in spreadsheets, databases, and systems such as Banner and Argos. 
• Opening, reading, routing, and distributing incoming mail or other materials. 
• Providing services to faculty and staff by assisting with routine order requests and account-related information. Ordering and distributing office supplies and preparing and tracking routine work orders, print shop requests, and travel-related materials in accordance with established office procedures. 
• Maintaining and updating department and SDC websites, bulletin boards, and other displays, as well as sharing department and SDC information through social media platforms. 

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.

OR

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:

• Experience working in a busy office environment. 
• Ability to manage multiple responsibilities simultaneously and prioritize competing demands. 
• Strong interpersonal skills. 
• Experience using Banner and/or Argos. 
• Experience planning, coordinating, or supporting events. 

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."

Application Instructions:

To apply online go to: http://oneonta.interviewexchange.com/candapply.jsp?JOBID=205756. Please upload a cover letter, resume, and contact information for three professional references (required). 

For other employment and regional opportunities, please visit our website at: https://suny.oneonta.edu/about-oneonta/employment.