Administrative Assistant 1/Administrative Assistant Trainee 1/2 (NY HELPS)

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Required Qualifications: As per Civil Service standards and specifications. Eligible List Appointment to Administrative Assistant 1: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed in the letter. 70.1 Transfers are encouraged to apply.

Section 70.1 Transfer to Administrative Assistant 1: Candidates must have one year of permanent competitive or 55b/c 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.

Section 70.1 Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive or 55b/c 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.

Administrative Assistant Traineeship Coursework Requirements: Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative core competencies: Computer Skills and Technology; Interpersonal and Customer Relations; Professionalism and Self-Management; Verbal and Written Communication.

Candidates appointed to Administrative Assistant Trainee 1 must complete one mandatory course in each of the core competencies within one year of appointment. The mandatory courses are Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing.

Advancement from Administrative Assistant Trainee 1 to Administrative Assistant Trainee 2 is contingent upon completion of one year of permanent competitive or 55b/c service as an Administrative Assistant Trainee 1 and completion of the four mandatory courses.

Candidates appointed to or advanced to Administrative Assistant Trainee 2 must complete one elective course in each of the core competencies prior to the completion of the Administrative Assistant Traineeship.

Advancement from Administrative Assistant Trainee 2 to Administrative Assistant 1 is contingent upon completion of the requisite courses. Failure to complete the requisite courses prior to the completion of the Administrative Assistant Traineeship will result in removal from employment.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm.

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 (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.

NY HELPS Non-Competitive Minimum Qualifications

To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• Administrative Assistant Trainee 1: 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: 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: 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. *
• Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Qualifications: Strong communication skills both verbally and in writing. Ability to work in the Office Suite (Word, Excel, PowerPoint). Familiar with university systems (SOLAR, PEOPLESOFT)

Brief Description of Duties: The Administrative Assistant 1 reports to the Chair of the Department of Physician Assistant Education and supports the Physician Assistant Education program at the Southampton campus along with other responsibilities in the School. This position will, for the Department of Physician Assistant Education, answer phones and in-person inquiries related to the program, operate various communication systems such as telephones and computers. Type, proofread, review and correct correspondence, documents, records and other written material. Work with surveys in Qualtrics both distributing and collecting responses. Maintain, update and correct record keeping and filing. Track and maintain office inventory while keeping shelves and stock clean, neat and in the proper place. Perform various clerical tasks such as scanning documents and verifying accuracy of data from scanned documents. The incumbent needs a high level of energy and flexibility to deal with shifting priorities and ability to work collaboratively as part of a team. The Administrative Assistant will work with the Department Chair, director of pre-clinical year, faculty, staff and students. They will preserve confidentiality of student information and have excellent interpersonal, organizational, and communication skills.

General Office Support:

• Act as initial and primary on-site contact for the Department at the Southampton Campus.
• Daily review of messages (both phone and email) of student absences and logging it into a spreadsheet as appropriate.
• Monitor and organize supply needs for academic and office use (e.g., clinical supplies, sharps container pickups, etc) at the Southampton campus.
• Coordinate with faculty and adjuncts to assist with scheduling for the preclinical and clinical year.
• Serve as exam proctor as needed.
• Provide general office support to faculty and students at the Southampton campus as needed.
• Follow up with clinical year preceptors for their license , CV and certification number.

Preclinical Year Assistance:

• Collaborate with the Pre-Clinical Year (PCY) Director and faculty to support all aspects of PCY curriculum delivery including assisting with scheduling lectures, labs, and workshops (e.g. POMR labs, OSCEs, Masters project presentations, Ultrasound sessions).
• Assist the PCY Director in assembling the semester academic schedule.
• Coordinate instructor scheduling for the academic year in collaboration with the PCY Director.
• Act as liaison with adjunct instructors to collect course materials, input, and grade submissions.
• Create and maintain a weekly preclinical weekly schedule for students.
• Send routine communications to faculty/instructors to collect lecture materials prior to scheduled instruction and post on Brightspace.
• Process classroom and conference room space requests utilizing 25live or other university required software for the preclinical and clinical year.

Record-Keeping and Filing

• Maintain, update, and correct student records and files.
• Notify students and track communications regarding absences, logs, and other attendance-related issues.

Self-Study and Accreditation:

• Assist in updating accreditation spreadsheets.

Admissions Assistance:

• Download CASPA applications and supplementals, copy rubrics into applicant files, upload e-files for faculty review.
• Update applicant checklists.

Data Entry and Verification:

• Perform various clerical or administrative assistant tasks such as scanning documents.
• Enter grades into Brightspace, Google Drive, and other designated systems.
• Distribute surveys and collect and compile survey data in designated database.
• Monitor preclinical year Qualtrics surveys for responses and follow up with students for late/incomplete student surveys.

Other duties as assigned as appropriate to rank and school mission.

Special Notes: This is a full-time position, 37.5 hours per week, Monday through Friday, 8:30 a.m. to 5:00 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Mandatory rehire roster candidates have preference. Administrative Assistant Trainee 1, SG 8 Hiring Rate $40,391, per year, Administrative Assistant 2, SG 10 Hiring Rate $45,081, per year, Administrative Assistant 1, SG 11 Hiring Rate $47,695 per year. This position includes location pay of $4,000 per year.

Resume/CV and cover letter should be included with the online application.

For this position, we are unable to sponsor candidates for work visas.

Patient Contact: Prior to start date, the selected candidate must meet the following requirements: Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook University''s Employee Health Services (The hiring department will be responsible for any fee incurred for examination), clear a background investigation, submit (3) written reference, and provide a copy of any required New York State license(s)/certificate(s). Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university, The Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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