Administrative Assistant 1 (Trainee 1 / 2) (NY HELPS) - Advancement/ Development Office - SUNY Polytechnic Institute

Interview Exchange; City of Utica (NY); Vor Ort; USD 42.000 - 50.000; Vollzeit

Benefits dieser Stelle

Healthcare

Dental

Vision

Pension plans

Paid time off

Tuition assistance

Life insurance

Long-term disability

Zusammenfassung

SUNY Polytechnic Institute seeks an Administrative Assistant 1 (Trainee 1/2) in the Advancement/Development Office to support donor records, reporting, and meeting coordination at the Utica campus.

The NY HELPS program provides staged training toward the full level, with opportunities for growth and robust benefits through the university.

Qualifikationen

• Six months of administrative support experience with basic office software.
• Ability to prepare donor acknowledgements and impact reports.
• Attention to recordkeeping and data integrity.
• Good financial reporting and audit coordination.

Aufgaben

• Maintain donor database in Raiser's Edge.
• Prepare donor acknowledgement letters and impact reports.
• Coordinate meetings and take minutes.
• Assist with annual audit and financial reporting.

Kenntnisse

Administrative support

Customer service

Business writing

Office software

Ausbildung

Associate's degree in office administration or related field

Tools

Raiser's Edge

Data reporting

Jobbeschreibung

Administrative Assistant 1 (Trainee 1 / 2) (NY HELPS) - Advancement/ Development Office

SUNY Polytechnic Institute is New York State's premier public polytechnic, highly regarded for leading the pursuit of knowledge and innovation through interdisciplinary engagement and collaboration across its four colleges - Arts & Sciences, Business, Engineering, and Health Sciences. SUNY Poly isaCollege of Distinctionand nationally ranked byForbesandU.S. News & World Report.

Guided by a bold vision for societal impact, the universityadvances use-inspired research and transformative collaborations that drive economic development, technological progress, and humanitarian solutions - locally in the Mohawk Valley region and in communities around the globe.

SUNY Poly's campus is located in Utica, N.Y., in the heart of the picturesque Mohawk Valley, where you will find the convergence of affordability, opportunity, and quality of life. Residents of the greater Utica area enjoy a lower cost of living than most cities while being part of a region undergoing a vibrant technological and economic renaissance.

The university is guided by a mission and vision that is grounded in "elevating impact" and in living out the values ofAccountability, Community, Empathy, Gratitude, Inclusion, Innovation, Kindness,andRespect.

Job Description:

The Administrative Assistant 1 provides administrative support to the Vice President for Advancement, with primary responsibility for maintaining the donor database and ensuring accurate constituent and gift records. Additional responsibilities include donor acknowledgements and impact reporting, meeting coordination and minutes, financial reporting, recordkeeping, and assisting with the Foundation's annual audit.

Responsibilities include, but are not limited to:

• Donor Database Management and Reporting. Maintains and manages accurate constituent and gift records in Raiser's Edge, including data entry, updates, gift and pledge processing, coding, and record maintenance. Ensures the accuracy and integrity of donor data, generates reports and mailing lists as requested, prepares monthly financial reports, and assists with reconciliation and the annual audit process.
• Administrative and Board Support. Provides administrative support to the Vice President for Advancement, including scheduling meetings, preparing agendas and meeting materials, taking and transcribing meeting minutes, coordinating distribution of Board and committee materials.
• Donor Stewardship and Advancement Support. Supports donor acknowledgement and stewardship activities, including preparing and processing gift acknowledgement letters, assisting with donor impact reports, maintaining donor recognition information, and contacting scholarship recipients and other students to obtain thank you letters and impact information. Assists with donor and alumni correspondence and other communications and projects.

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:

• Administrative Assistant Trainee 1: 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.
• Administrative Assistant Trainee 2: 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. 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 as a Trainee 2 you will advance to the full level of this title without further examination.
• Administrative Assistant 1: 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.*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.

**Note: Appointment may be made at a traineeship level at the discretion of the agency and based on the qualifications of the candidate. Two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $42,209 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $47,110) leading to Administrative Assistant 1, Grade 11 ($49,841).

Competitive Qualifications:

• Reachable on the appropriate Civil Service list.
• Reassignment & Transfer Opportunities: Current New York Stateemployee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR: Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.

Additional Information:

Initial review of applications will begin 2 weeks after posting.

SUNY Polytechnic Institute offers exceptional benefits such as

• healthcare
• dental
• vision
• pension plans
• competitive pay
• generous paid time off
• tuition assistance
• life insurance
• long-term disability insurance

As an Equal Opportunity / Afffirmed 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 https://www.dol.gov/general/topic/discrimination

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:

Inquiries regarding the application of Title IX and other laws, regulations and policies prohibiting discrimination may be directed to the Title IX Coordinator [e-mail] 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. [phone]; Email [e-mail] .

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 [phone] or via email at [e-mail].