Administrative Assistant 1 (NY HELPS)

Position Summary

The Administrative Assistant I provides administrative services to a teacher education program that includes 20+ faculty members, an equipment room manager, office assistant, and the department chair. Critical tasks involve a variety of document creation/preparation related to course curriculum, department correspondence, department reports, as well as organizational tasks such as answering the telephone, scheduling appointments, and organizing the office and department files.

Hours for this position are 8:00 a.m. to 4:30 p.m., Monday through Friday.

Salary: $40,391-$47,695 dependent on experience.

Major Responsibilities

Administrative & Office Support

• Provide administrative support and document preparation for 20+ faculty and the Department Chair.
• Assist the Office Assistant 1 with managing phones, scheduling, office organization, and departmental correspondence.
• Facilitate daily tasks for student work-study employees.
• Attend department meetings and record official minutes for distribution.
• Coordinate department events such as the annual Senior Farewell, Annual Student Teacher Supervisor Meeting and Portfolio Showcases.
• Utilize the Event Management System to reserve multi-space facilities like gyms and field houses.
• Assist with the annual revision of departmental manuals.
• Maintain a working knowledge of the department's curriculum and program requirements to provide correct information as one of the department's main contacts.
• Collaborate with the Department Chair on semester schedules, space needs, and course conflicts.
• Assist the Department Chair with processing Curriculog forms and guide faculty through procedure changes.

Faculty and Departmental Support

• Partner with the Dean's Office to track temporary service and adjunct needs.
• Complete annual temporary service and adjunct appointment paperwork per Human Resources guidelines.
• Organize department searches, submit vacancy announcements, organize files, arrange hotel accommodations, set up candidates' on-campus interview schedules, and submit reimbursements for candidates.
• Respond to a variety of inquires, such as applicants who wish to apply for adjunct teaching positions, individuals who inquire about departmental procedures, and to faculty with questions or concerns.

Student Services

• Respond to prospective students and applicant questions about Physical Education programs.
• Resolve student registration errors during drop/add periods.
• Collect change of major applications, track status in Excel, and route to the Department Chair and Office Assistant I.
• Collect and monitor PED 349/499 forms for completion and collect final grades from faculty.
• Coordinate student department awards, including those for Honors Convocation. Solicit nominations, collect applications, provide pertinent information to committees, collect recipient information to notify students, and prepare appropriate letters and certificates.

Budget and Procurement

• Process travel requests for 20+ faculty and the Department Chair.
• Gather and organize data for the annual department budget.
• Reconcile monthly procurement cards and process employee travel reimbursements.
• Purchase department supplies and track inventory with the Equipment Room Manager.