Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (1 vacancy) (NY HELPS)

Job Description

TITLE: Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (1 vacancy) (NY HELPS)

LOCATION: Theatre and Art Gallery Department

UNIT: CSEA, Administrative Services

CLASS: Competitive

SALARY: $49,841. Visa sponsorship is not available for this position.

DATE POSTED: 10/27/2026

POST UNTIL: 11/05/2026

DESCRIPTION

This position serves both the Theatre and the Art Galleries departments at SUNY Oneonta, with responsibilities distributed approximately 75% to Theatre and 25% to Art Galleries. The office location for this position is within the Theatre Department.

Theatre:

Accredited by the National Association of Schools of Theatre, SUNY Oneonta's Theatre Department combines classroom instruction with hands-on production experience. Students develop foundational knowledge of theatre while pursuing specialized study in areas such as acting, directing, design, and stage management. Through coursework and productions, students gain practical experience that reflects professional theatre practices.

To learn more about the Theatre Department, please visit: https://suny.oneonta.edu/theatre .

Art Galleries:

The Art Galleries at SUNY Oneonta serve as a cultural resource for both the university and the broader community through exhibitions, educational programming, artist talks, workshops, and special events. The galleries include the Martin-Mullen Gallery, the Project Space Gallery, and the Open Space Gallery, showcasing a diverse range of artistic works throughout the year.

To learn more about the Art Galleries Department, please visit: https://suny.oneonta.edu/art-galleries .

KEY REPONSIBILITIES

As an Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (1 Vacancy) (NY HELPS), you will provide administrative support to both the Theatre Department and Art Galleries. Serving as a public-facing representative of both departments, you will work closely with faculty, staff, students, visitors, guest artists, and community members. Responsibilities may include supporting academic and departmental operations, coordinating meetings, productions, exhibitions, and special events, assisting with student and faculty administrative processes, maintaining records and documentation, supporting budget and purchasing activities, coordinating travel and logistical arrangements, assisting with scholarship and award processes, and serving as a liaison with campus offices and external partners.

Responsibilities may include:

• Providing customer service and responding to inquiries by phone, email, and in person.
• Maintaining paper and electronic files, records, reports, and departmental documentation.
• Coordinating meetings, calendars, appointments, events, and space reservations.
• Preparing, processing, and maintaining forms, correspondence, and administrative records in accordance with university procedures.
• Utilizing university systems and software applications to maintain records, prepare reports, track assignments, and support departmental operations.
• Processing and maintaining purchasing, travel, reimbursement, budget, and other fiscal documentation.
• Managing incoming and outgoing mail, packages, office supplies, and related office operations.
• Coordinating communications and information flow among faculty, staff, students, campus offices, and external constituents.
• Assisting with special projects and administrative activities that support departmental goals.

Requirements:

Competitive Qualifications:

The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1, or must have held the permanent title of Administrative Assistant 1 in the past or be eligible to transfer into the title.

OR

Non-competitive Qualifications:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). To be considered for appointment through NY HELPS, candidates must meet the non-competitive minimum qualifications for this position.

Administrative Assistant Trainee 1:

High school diploma or high school equivalency; and 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:

High school diploma or high school equivalency; and 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:

High school diploma or high school equivalency; and 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).

Preferred Qualifications:

• Experience working in a busy office environment.
• Ability to manage multiple responsibilities simultaneously and prioritize competing demands.
• Strong interpersonal skills.
• Experience using Banner and/or Argos.
• Experience planning, coordinating, or supporting events.

Additional Information:

This is a full-time, permanent position.

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 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.

SUNY Oneonta values a diverse university community. Please visit our website on diversity at: https://suny.oneonta.edu/diversity . Moreover, the University is an Equal Opportunity/Affirmative Action employer. Women, persons of color, persons with disabilities, and protected veterans are encouraged to apply. "At SUNY Oneonta, we believe that diversity is an asset and a source of strength that energizes our collective growth and innovation." - President Alberto Cardelle."

Application Instructions:

To apply online go to: http://oneonta.interviewexchange.com/candapply.jsp?JOBID=206200 . Please upload a cover letter, resume, and contact information for three professional references (required).

For other employment and regional opportunities, please visit our website at: https://suny.oneonta.edu/about-oneonta/employment .