Location: Fredonia, NY Category: Clerical/Secretarial Job Type: Full-time Posted On: Fri Jul 3 2026 Job Description:
This position is part of the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) program. 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.
You may use this link for more information on the NY HELPS Program .
Key Roles and Responsibilities:
The Administrative Assistant will provide comprehensive administrative and operational support to Reed Library, Planning & Assessment, and Online Learning. Responsibilities include, but are not limited to:
Provides comprehensive administrative and operational support for the Library Director and Reed Library. Similar support for the Office of Assessment, Office of Online Learning, and the Office of Student Creative Activity and Research (OSCAR), as needed.
Building Coordination: Coordinates the door schedule for access to outside doors in Reed and McEwen, and the interior doors for Reed. This includes using the BOSS system for electronic door access. Also processes and tracks work orders for building maintenance across Reed and Carnahan-Jackson buildings.
Event Coordination: Coordinates exhibit displays and events, including logistics for furniture, signage, catering contracts and janitorial support. Supports Directors with organizing meetings and schedules and taking minutes as needed. Assists with the preparation and support for the annual OSCAR Expo.
Financial Management: Monitors and maintains budget records including requisitions, purchase orders, invoices, and contract renewals. Processes contract renewals and invoices using Fredmart, Fredonia Contract and ITS Trackers systems. Maintains internal financial trackers. Processes payments using grant, state and foundation accounts. Assists OSCAR director with student grant payments and awards.
Human Resources and Hiring: Manages H.R. system (i.e. Interview Exchange) for request-to hire, onboarding and candidate travel arrangements, processes COS forms and graduate student funding, and assists with tenure timelines.
Procurement and Inventory: Orders supplies for Library lab and operations. Manage property control for asset removal and inventory updates. Tracks procurement files and ensures compliance with retention policies.
Administrative Support: Schedules appointments for the Library Director. Processes business cards, name tags and alumni gifts. Assists with travel authorizations and expense tracking for library faculty and national and international guests/researchers.
Job Requirements:
This position is part of the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) program.
Non-competitive (NY HELPS):
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) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
OR
Appointments and promotions in the New York State Civil Service are made according to principles of "merit and fitness" as mandated by the New York State Constitution.
Reassignment Requirement : You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.
Reinstatement Requirement : You must be a former state employee to request reinstatement to the title that was held (or transferable title).
Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship AND successfully completed both the four core administrative support courses and the four elective administrative support courses, as designated by the agency.
All applicants must meet at least one of the above requirements.
Additional Information:
This is a full-time, Administrative Assistant 1, 12-month, permanent, SG11, CSEA represented position with one year probation.
Administrative Assistant 1 (Grade 11): $47,695
SUNY Fredonia prides itself on an outstanding workforce. To continually support organizational excellence, the university conducts background screens on applicants.
An Affirmative Action, Equal Opportunity Employer, SUNY Fredonia provides for, and promotes, equal opportunity employment, compensation, and other terms and conditions of employment, without discrimination.
Pursuant to University policy, the University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.
The University's policy is in accordance with federal and state laws and regulations prohibiting unlawful discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.
