Administrative Assistant 1;Trainee 1 & 2 (NY HE...

University at Albany; City of Albany (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

The University at Albany, a Carnegie-classified Research 1 institution, in Albany, NY, seeks an Administrative Assistant 1; Trainee 1 & 2 (NY HELPS) in Residential Life. This NY HELPS title supports non-competitive appointments with potential conversion to competitive status, depending on performance and agency needs.

Minimum qualifications include admin support experience and proficiency with common office software, customer service, and business writing.

Qualifications

• Six months of experience in admin support with basic office software.
• One year of admin support for Trainee 2, including customer service and business writing.
• Two years of experience for Administrative Assistant 1 with office software use.

Skills

Administrative support

Office software

Customer service

Business writing

Office administration

Education

IAAP Certified Administrative Professional

Associate degree in office administration

Tools

Email

Word processing

Job description

Administrative Assistant 1;Trainee 1 & 2 (NY HELPS) (Residential Life)

The University at Albany is a Carnegie-classified Research 1 institution driven by academic excellence, pioneering research and scientific discovery, and service to community. UAlbany's world-class faculty experts and approximately 17,500 students are creating new knowledge in fields such as artificial intelligence, semiconductor engineering, atmospheric and environmental sciences, cybersecurity, public health, public administration and social welfare while deepening our understanding of our world through scholarship and creative activity in the social sciences and humanities. As one of the most diverse public research institutions in the nation, the University is a national leader in public engagement, educational equity and social mobility. For over 180 years, UAlbany has molded bright, curious and engaged students and launched them toward success.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks

Job Description:

Vacancy #:WF260122

Apply by:October 31, 2026

Title:Administrative Assistant 1; Trainee 1 & 2 (NY HELPS)

Location:Residential Life

Grade:CSEA SG-11

Hours:Academic Year 8:30am-4:30pm (Summers 8:00am-4:00pm) ½ hour lunch AY; ½ hour lunch Summer

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 anon-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 Trainee 1(Non-Statutory Equated Salary Grade 8)2 YEAR Traineeship / coursework requirements: 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(Equated Grade 10)1 YEAR Traineeship / coursework requirements: 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, (Salary Grade 11)NO Traineeship / no coursework requirements: 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's degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):

Successful completion of 52 weeks of service as an Administrative Assistant Trainee 2 and completion of the four core administrative support courses AND completion of the four elective administrative support courses, as designated by the agencyOR

Reachable on an appropriate eligible list and / or eligible to transfer and successful completion of the four core administrative support courses AND completion of four elective administrative support courses, as designated by the agency. OR

Have a current permanent appointment with 1 year of service as an Administrative Assistant 1OR

Be a former state employee eligible for reinstatement consideration (previous permanent service in the Secretary 1 title eligible for reinstatement to the title of Administrative Assistant 1; previous permanent service in other qualifying titles requires completion of core and / or elective administrative competency coursework prior to appointment above Trainee level 1).

Administrative Assistant Trainee Level 1, Equated Salary Grade 8:2 Year Traineeship leading to SG-11

Reachable on an appropriate eligible list and / or be a current state employee eligible to transfer to the grade 8 traineeship.

Administrative Assistant Trainee Level 2, Equated Salary Grade 10:1 Year Traineeship leading to SG-11

Successful completion of 52 weeks of service as an Administrative Assistant Trainee 1 AND completion of the four core administrative support courses; OR Reachable on an appropriate eligible list or eligible to transfer AND completion of the four core administrative support courses.

May be filled from a mandatory reemployment list if one is in effect at the time of appointment.

Any resumes received that do not meet the above requirements as described will be deemed unqualified.

Additional Information:

Special Notes: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

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 University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml

Pursuant to New York Labor Law §194-a, the University will not seek, request, or rely upon an applicant's wage or salary history in determining whether to interview, hire, or establish compensation for an applicant. Applicants are not required to provide wage or salary history information as a condition of employment consideration. Salary history may only be verified in the limited circumstances permitted by law.

If you have a disability and require a reasonable accommodation to participate in the application process, including interviews, please contact Rhonda Haines, the University's Designee for Reasonable Accommodations (DRA) in the Office of Human Resources, at [e-mail] or [phone]; requests for accommodation will be considered in accordance with applicable law.

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER