Review Vacancy
AgencySUNY System Administration
TitleAdministrative Assistant, Office of Institutional Research and Data
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $47695 to $47695 Annually
Duties Description The State University of New York System Administration is seeking an Administrative Assistant for the Office of Institutional Research and Data Analytics (OIRDA). The Administrative Assistant provides critical administrative and operational support to ensure the efficient operation of the office. Responsibilities include serving as the primary point of contact for the office, assisting with routine office functions, maintaining records and files, and supporting established office procedures related to OIRDA's research, reporting, and data activities.
The selected candidate will assist with day-to-day office operations by maintaining accurate campus contact lists; tracking schedules, deadlines, and submissions; and coordinating routine communications and information requests across SUNY System Administration, all 64 SUNY campuses, and external constituents. Duties also include organizing and maintaining records, handling routing budget- and travel-related matters, assisting with the review and verification of submitted information for completeness and accuracy, entering or updating data as needed, and performing basic data collection or background research to support reporting and operational needs in accordance with established guidelines.
Responsibilities include but are not limited to the following:
- Serve as the primary point of contact for the office by answering and directing telephone calls, welcoming visitors, and responding to or routing general inquiries.
- Oversee daily monitoring and triage of the general office email inbox, ensuring responses are promptly documented.
- Schedule and coordinate meetings, appointments, interviews, and events with internal SUNY offices, SUNY campuses, and external partners; including room scheduling, food service requests, RSVP tracking, follow-up communications, and note taking.
- Compose, type, and distribute meeting notes, correspondence, and reports.
- Ensure meeting rooms are set up properly for remote connections and resolve any issues as appropriate prior to the start time.
- Provide routine office support, including printing, copying, scanning, collating, and binding materials.
- Set up and manage paper and electronic filing systems.
- Format and finalize routine correspondence, memoranda, presentations, tables, and reports in both electronic and hard-copy formats.
- Assist with routine budget matters and maintain organized binders of budget-related records and supporting documentation in accordance with established guidelines.
- Prepare, submit, track, and maintain routine office paperwork, including travel requests, purchasing documentation, food and event justifications, subscriptions, memberships, and related approvals.
- Arrange travel and conference registrations for office staff and submit and reconcile related expense reports in accordance with established procedures.
- Maintain office supply inventory and coordinate ordering to support day-to-day operations.
- Maintain accurate contact lists and distribution lists and disseminate communications as requested.
- Maintain the SUNY Institutional Research annual "key dates" calendar, including key deadlines, scheduled activities, and submission timelines.
- Track data and report submissions, monitor due dates, and send reminders to campus contacts regarding upcoming deadlines and overdue items.
- Assist with reviewing campus submissions and reports for completeness, accuracy, and consistency based on established criteria.
- Proofread reports and perform routine validation checks to ensure consistency across multiple data sources.
- Gather background information (including via internet searches) and compile materials on assigned topics to support reporting, planning, and operational needs.
- Coordinate with executive and senior administrative assistants to support scheduling, requests, and responses to inquiries from senior management.
Minimum Qualifications Requirements:
- Ability to work and perform routine responsibilities independently.
- Proficiency in MS Office applications; including Outlook, Word, Excel, and PowerPoint.
- Strong organizational skills with the ability to manage multiple tasks, track deadlines, and prioritize work effectively.
- Demonstrated attention to detail and ability to maintain accurate records.
- Effective written and verbal communication skills.
- Ability to adapt to changing priorities and work demands in a fast-paced environment.
- Demonstrated dependability, professionalism, and discretion in handling sensitive or confidential information.
- Team-oriented approach with an interest in identifying opportunities to improve administrative processes and efficiencies.
- Experience working within the State University of New York or New York State government environment is preferred.
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 maybe 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.
NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Administrative Assistant 1, (Salary Grade 11)
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Additional Comments Position Information: SG-11 (Permanent); salary for this position is $47,695
Hours: 8:30 a.m. - 4:30 p.m. (Monday - Friday)
SUNY System Administration Benefits:
SUNY System Administration provides an outstanding and comprehensive benefits package to support you and your family through the many life changes you may experience while you work for SUNY. Our nationally recognized benefits include:
- Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
- Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
- Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
-Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
-Flexible Working Arrangements: Flexible working arrangements, including hybrid schedules, are available depending on position.
Explore our full benefits offerings here: www.suny.edu/benefits
Some positions may require additional credentials or a background check to verify your identity.