Administrative Assistant 1 (Trainee) (NYHELPS) ...

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|   | | | |   | | Administrative Assistant 1 (Trainee) (NYHELPS) - Athletics Department | |   | |

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|   | | | |   | | Administrative Assistant 1 (Trainee) (NYHELPS) - Athletics Department | |   | |

| | | |

 

Category:

Classified

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Department:

Utica

Locations:

Utica, NY

Posted:

Jul 29, 2025

Closes:

Open Until Filled

Type:

Full-time

Ref. No.:

Poly S25-34

Salary Type:

Annually

Position ID:

191036

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About SUNY Polytechnic Institute:

SUNY Polytechnic Institute, located in Utica, N.Y., is a vibrant and inclusive community where students, faculty, and staff are empowered through a forward-looking STEAM education and dynamic campus experience. As New York State's premier public polytechnic, SUNY Poly fosters innovation and interdisciplinary learning across its four colleges--Arts & Sciences, Business, Engineering, and Health Sciences--preparing graduates to lead in a rapidly evolving global landscape.  
 
Guided by a bold vision for societal impact, SUNY Poly advances use-inspired research and transformative collaborations that drive economic development, technological progress, and humanitarian solutions--locally in the Mohawk Valley and globally across diverse communities

Job Description:

Provide comprehensive administrative support for the Athletic Department's professional staff including administrators, coaches and student employees. Serve as the primary point of contact for both internal and external campus constituencies, ensuring effective communication and coordination.

• Enhance departmental efficiency by managing day-to-day administrative operations, preparing paperwork, and supporting overall workflow.  Assist in the onboarding and orientation of new staff, including office setup, key and vehicle access, and completion of required forms.
• Oversee invoice processing and payment coordination in alignment with established budget lines.  Manage and reconcile receipts related to team and coach travel, including expenses for team meals, lodging, and recruiting activities.  Support the reconciliation and tracking of funds associated with annual camps and clinics, and maintain accurate records of departmental income and expenditures to provide for year-end financial reporting.
• Coordinate bus transportation scheduling, including changes and cancellations for all sports teams. Act as the primary liaison for officials, umpires, transportation providers, and other external vendors supporting athletic operations.
• Respond to inquiries received via phone, email and in-person visits, ensuring prompt and professional communication.  Sort and distribute mail, manage office supply inventory, and place orders as needed.  Take and distribute minutes for departmental staff meetings, maintaining an organized archive of these records.
• Design and maintain office filing systems, assist with facility scheduling, and provide administrative support for department special events such as awards ceremonies and fundraising tournaments.  Foster strong relationships with various campus departments to support seamless operations and collaboration.
• The ideal candidate will possess excellent communication and organization skills, demonstrate proficiency in Microsoft Word and Excel and be adaptable in learning new software programs.  The candidate should be a proactive self-starter capable of working independently as well as collaboratively within a team environment. 

Benefits: https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/CSEA-Benefits-at-a-Glance-Jan-2025.pdf

Salary: Appointment may be made at a traineeship level. Two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $40,391 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $45,081) leading to Administrative Assistant 1, Grade 11 ($47,695). Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. 

Requirements:

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. 

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

• NY HELPS- 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2

Competitive Qualifications:

• Eligible for transfer/reassignment or reachable on the appropriate Civil Service list.

Additional Information:

Initial review of applications will begin 2 weeks after posting. Posting will remain open until filled

SUNY Polytechnic Institute offers exceptional benefits such as healthcare, dental, vision, pension plans, competitive pay, generous paid time off, tuition assistance, life insurance and long-term disability insurance.

As an Equal Opportunity / Affirmative Action employer, SUNY Polytechnic Institute will not discriminate in its employment practices due to an applicant's race, creed, religion, color, citizenship, national origin, sex, age, sexual orientation, predisposing genetic characteristics, gender identification or expression, genetic information, familial status, marital status, pregnancy, status as a domestic violence victim, criminal conviction, disability, military status, disabled veteran, recently separated veteran, Armed Forces Service Medal veteran, active duty or wartime campaign badge veteran, or other characteristic as protected by law. Please feel free to review your equal employment opportunities protections and laws pertaining to these protections at http://www.dol.gov/ofccp/regs/complia...

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the College's crime statistics for the past three years; and disclosures regarding the College's current campus security policies. The SUNY Polytechnic Institute Annual Security Report is available in portable document format [PDF] by clicking this link:

https://sunypoly.edu/sites/default/fi...

Inquiries regarding the application of Title IX and other laws, regulations and policies prohibiting discrimination may be directed to the Title IX Coordinator TitleIX@sunypoly.edu at SUNY Polytechnic Institute. Inquiries may also be directed to the United States Department of Education's Office for Civil Rights, 32 Old Slip 26th Floor, New York, NY 10005-2500; Tel. (646) 428-3800; Email OCR.NewYork@ed.gov.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.

Application Instructions:

Applicants must address in their applications their abilities to work with a culturally diverse population.  This position is contingent on the satisfactory completion of a background check; this position may require annual checks.

Persons interested in the above position must submit a resume, cover letter, diversity statement, 3 professional references and the SUNY Poly application.  In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position, please email us at HR@sunypoly.edu 

 

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