Location: Oswego, NY
Category: Classified
Job Type: Full-time
Posted On: Fri Aug 21 2026
Job Description:
The Office of the Dean of Students at the State University of New York at Oswego invites applications to fill a full-time, contingent-permanent, Administrative Assistant 1 position, Grade 11.
Posting Date: August 21, 2026
Review Date: Review of applications will begin immediately and will continue until the position is filled.
Salary: $47,695/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here for more information on benefits for full-time CSEA professionals.
Date of Appointment: As soon as possible.
Description of Responsibilities:
SUNY Oswego's Office of the Dean of Students (ODS) champions the student experience, ensures student success, and offers dynamic student engagement opportunities that ensure an inclusive, healthy, and safe learning environment for all students. Our team advocates for students as they navigate personal and educational challenges and responds to the emerging needs of our diverse students. The ODS supports a holistic network of care and cultivates collaborative partnerships to forward campus-wide efforts that integrate academic and student life; seeks to ensure that sufficient support networks for all students exist; engage with students in their campus communities; and support the implementation of a campus-wide focus on well-being.
Reporting to the Dean of Students, the Administrative Assistant will provide administrative support for the function areas within the Office of the Dean of Students including Student Conduct and Student Well-being.
- Provide administrative and logistical support to the Office of the Dean of Students including scheduling appointments and meetings, maintaining staff calendars, answering telephone calls and greeting visitors to the office. Gather details to make appropriate response and/or referral.
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Manage all electronic and written correspondence to Student Conduct and monitor and respond to Student Conduct e-mail.
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Process outgoing mail, sort bulk and incoming mail, and distribute it to the Office of the Dean of Students staff.
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Monitor website for updates and update website or request changes as needed.
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Use multifunction machines - copier, scanner, fax, etc. and maintain knowledge of technology specific to the conference room.
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Assist in maintaining records housed in Maxient (database for student behavior records), create or revise forms and letters and update software configurations when necessary.
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Organize, plan, and prioritize daily responsibilities to ensure accurate and timely execution of Student Conduct process and procedures including correspondence to Board members and responding to students and scheduling hearings.
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Create daily case assignments for all reports, including uploading UPD and OPD reports, and assign to the appropriate conduct officer. Upload materials and create cases as needed.
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Canvas and schedule student conduct hearings and appeal boards.
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Manage administrative functions to support departmental processes and services including; readmission after suspension, Behavioral Intervention Team, disciplinary record checks and Prior Felony Conviction.
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Maintain confidentiality with regard to all communications and protect confidentiality of all files (correspondence, personnel, student records, disciplinary records, requests for background checks, etc.).
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Prepare standard reports when requested by accessing databases or spreadsheets, format as needed.
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Support the Office of the Dean of Students committee work as needed including attending meetings and taking notes.
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Participate in the Office of Dean of Students staff meetings, retreats, and planning meetings.
Job Requirements:
NY HELPS
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. At this time, agencies may recruit and hire employees by making temporary appointments.
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
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.
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:
Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.
Permanent Appointment (Non-NY HELPS):
One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 or Administrative Assistant Trainee eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law; or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*
- Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 & Administrative Assistant Trainee 2, NS=Grade 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.
Trainees will be required to take four mandatory courses in 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. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11.
For full details on the Administrative Assistant Traineeship program, go to the following link: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm
70.1 Transfer or Reinstatement:
One year of permanent competitive or 55b/c service as an Administrative Assistant 1 OR have one year of permanent competitive or 55b/c service in a title within two salary grades of the target title that is eligible for transfer under Section 70.1 of Civil Service Law.
Reassignment:
Permanent competitive or 55b/c service as an Administrative Assistant 1.
Provisional Appointment:
Eligible for provisional appointment under NYS Civil Service guidelines.
Conditions of Employment:
This will be a permanent or provisional appointment. Candidates should be aware that a preferred list, transfer list, placement roster, and/or reemployment roster of laid-off State employees may be certified against this vacancy by the Department of Civil Service.
Additional Information:
Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here to see our full non-discrimination policy.
In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.
Requests for reasonable accommodations of a disability during the application and/or interview process should be made to Dr. Starr Wheeler, ADA/504 Compliance Officer at [email protected] or 315-312-3872
For Campus Safety information, please click here to see the Annual Security and Fire Report (Clery).
SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here for further policy details, including education and cessation resources.
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 Office of Employee Relations at (518) 474-6988 or via email at [email protected].
For more details, reference New York State Department of Civil Service Job Title Code #2900100, Administrative Assistant 1, and Grade 11.
If you have any questions about the position, please call or e-mail:
Human Resources
315-312-2230
[email protected]
