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: Academic Advisement

UNIT: CSEA, Administrative Services                                                                                                                   

CLASS: Competitive

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

DATE POSTED: 10/27/2026

POST UNTIL: 11/05/2026

DESCRIPTION

The Academic Advisement Center serves students, families, faculty, staff, and campus partners. The office assists with academic planning; changes of major, minor, concentration, and advisor; prior approval of transfer credit; academic leaves of absence; scheduling for new students; and support for orientation and admissions initiatives. As a high-volume office, the Academic Advisement Center requires professional, knowledgeable, and customer-focused frontline support.

To learn more about the University and the Department, please visit: https://suny.oneonta.edu/ and https://suny.oneonta.edu/about/university-offices/academic-advisement-center.

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 Academic Advisement Center. Responsibilities may include but are not limited to:

• Answering telephone calls, responding to email inquiries, and greeting visitors. Providing general information regarding office and university processes and directing or transferring calls and inquiries as appropriate.
• Maintaining scheduling and event calendars, including electronic calendars and online appointment booking systems.
• Managing projects or contributing to teamwork. Setting up and maintaining paper and electronic filing systems, tracking work assignments and daily workflow. Providing support, training, or orientation to clerical staff in accordance with established procedures.
• Reviewing routine documents and forms for accuracy, spelling, grammar, and adherence to office formatting standards. Recommending revisions as appropriate when assisting students in completing forms in accordance with agency and university 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 customers and staff by assisting with routine order requests and account-related information. Ordering and distributing office supplies and prepares and tracks routine work orders, print shop requests, and travel-related materials in accordance with established office procedures.

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=206199. 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.