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

Job Details

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

LOCATION: Access & Opportunity Programs (AOP)

UNIT: CSEA-Administrative

CLASS: Competitive

SALARY: 47,695. Visa sponsorship is not available for this position.

DATE POSTED: 02/12/2026

POST UNTIL: 02/23/2026

DESCRIPTION

Access & Opportunity Programs (AOP) plays a vital role in the university's mission to nurture a community where students grow intellectually, thrive socially, and live purposefully. The AOP provides support and care for all students in access and opportunity programs. It provides students with counseling, tutoring, mentoring, and academic and financial support. AOP assists historically disadvantaged and first-generation students.

To learn more about the University and the Department, please visit: SUNY Oneonta - Grow Intellectually. Thrive Socially. Live Purposefully . and Access & Opportunity Programs .

Primary responsibilities include:

• Providing essential and comprehensive administrative support for the AOP Director, including preparing correspondence, maintaining paper and electronic filing systems, managing calendars, assisting with travel paperwork, and entering information into reports under the Director's guidance.
• Supporting student interactions by greeting students, responding to inquiries, and directing individuals to appropriate AOP staff, helping maintain a welcoming office environment.
• Answering phone calls and greeting students, alumni, faculty, and visitors, providing routine information or referring inquiries to appropriate AOP staff.
• Assisting with tracking program expenditures and completing travel and procurement paperwork in accordance with established procedures for AOP programs.
• Scheduling and confirming student appointments, arranging meetings for the Director, reserving rooms and event spaces for AOP programs (including Summer Academy), and coordinating food or materials for AOP events.
• Making travel arrangements and preparing travel paperwork for the director and staff.
• Reviewing, editing, and updating AOP documents and records (digital and paper) in consultation with AOP staff.

Other general responsibilities include:

• Operating office equipment such as printers, scanners, and copiers, and arranging for service when equipment malfunctions.
• Proofreading and editing AOP documents, spreadsheets, and digital records, ensuring proper format, spelling, and grammar.
• Collecting, organizing, and filing required student paperwork for Summer Academy and other AOP programs.
• Ordering and maintaining inventories of AOP office supplies, materials, and promotional items.
• Developing flyers, posters, and other marketing materials, maintaining AOP website content, intranet, and digital files.
• Assisting AOP staff with program logistics, including reserving accommodations, ordering catering, preparing event materials, and coordinating event-related tasks.
• Creating and submitting travel expense reports for AOP staff in accordance with agency procedures.
• Performing additional administrative support duties consistent with the Administrative Assistant 1 classification as assigned by the AOP Director.

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:

• Proofreading and/or editing experience.
• Customer service experience.
• Experience working with students in a school and/or university environment.
• Experience with Microsoft Office 365, including Excel and Adobe for document formatting and signing.

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=197238 . 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.