Administrative Assistant 1/Administrative Assistant Trainee 1/2 (NY HELPS)

About the Role

The Administrative Assistant 1 reports to the Chair of the Department of Physician Assistant Education and supports the Physician Assistant Education program at the Southampton campus. This position serves as the initial and primary on-site contact for the department, handling inquiries, communications, and general office support for faculty, staff, and students. The role requires a high level of energy, flexibility, and the ability to work collaboratively as part of a team while managing shifting priorities.

Responsibilities

• Act as the primary on-site contact for the Department of Physician Assistant Education at the Southampton Campus, handling phone and in-person inquiries.
• Operate communication systems, including telephones and computers, and manage correspondence, documents, and records.
• Type, proofread, review, and correct written materials.
• Work with surveys in Qualtrics, including distributing and collecting responses.
• Maintain, update, and correct record-keeping and filing systems.
• Track and manage office inventory, ensuring supplies are organized and stocked.
• Perform clerical tasks such as scanning documents and verifying data accuracy.
• Log student absences into spreadsheets and monitor supply needs for academic and office use.
• Coordinate with faculty and adjuncts to assist with scheduling for preclinical and clinical years.
• Serve as an exam proctor as needed.
• Follow up with clinical year preceptors to obtain and verify licenses, CVs, and certification numbers.
• Collaborate with the Pre-Clinical Year (PCY) Director and faculty to support curriculum delivery, including scheduling lectures, labs, and workshops.
• Assist the PCY Director in assembling the semester academic schedule and coordinating instructor scheduling.
• Act as a liaison with adjunct instructors to collect course materials, input, and grade submissions.
• Create and maintain a weekly preclinical schedule for students.
• Send routine communications to faculty/instructors to collect lecture materials and post them on Brightspace.
• Process classroom and conference room space requests using 25Live or other university software.
• Maintain, update, and correct student records and files, including tracking attendance-related communications.
• Assist in updating accreditation spreadsheets.
• Support admissions by downloading CASPA applications, copying rubrics into applicant files, and updating applicant checklists.
• Perform data entry and verification tasks, including entering grades into Brightspace, Google Drive, and other systems.
• Distribute surveys, collect and compile survey data, and monitor responses in Qualtrics.
• Perform other duties as assigned, aligned with the rank and school mission.

Requirements

Candidates must meet the qualifications for one of the following appointment paths:

Eligible List Appointment to Administrative Assistant 1

• Must be reachable on the Civil Service eligible list for this title.
• If on the eligible list, candidates may receive a canvass letter and must complete and return it as instructed.

Section 70.1 Transfers

• Administrative Assistant 1: One year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law, plus completion of all mandatory and elective core coursework.
• Administrative Assistant Trainee 1: One year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
• Administrative Assistant Trainee 2: One year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law, plus completion of all mandatory core coursework.

Administrative Assistant Traineeship Coursework

• Trainees must complete eight courses: four mandatory and four electives, covering core competencies in Computer Skills and Technology, Interpersonal and Customer Relations, Professionalism and Self-Management, and Verbal and Written Communication.
• Administrative Assistant Trainee 1: Must complete one mandatory course in each core competency within one year of appointment (Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing).
• Advancement to Administrative Assistant Trainee 2 requires one year of permanent competitive or 55b/c service as an Administrative Assistant Trainee 1 and completion of the four mandatory courses.
• Administrative Assistant Trainee 2: Must complete one elective course in each core competency prior to completing the traineeship.
• Advancement to Administrative Assistant 1 is contingent upon completing all requisite courses. Failure to do so may result in removal from employment.

For more information on transfer options, visit the Civil Service Career Mobility Office Website.

NY HELPS Non-Competitive Minimum Qualifications

• Administrative Assistant Trainee 1: Six months of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration.
• Administrative Assistant Trainee 2: One year of experience in administrative support, including use of office software, customer service, business writing, and/or office administration.
• Administrative Assistant 1: Two years of experience in administrative support, including use of office software, customer service, business writing, and/or office administration.
• Substitution: Certification (e.g., IAAP Certified Administrative Professional) or an associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Qualifications

• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with university systems (SOLAR, PeopleSoft).

Schedule

This is a full-time position, 37.5 hours per week, Monday through Friday, 8:30 a.m. to 5:00 p.m. FLSA nonexempt position, eligible for overtime provisions.

Pay

• Administrative Assistant Trainee 1 (SG 8): $40,391 per year.
• Administrative Assistant Trainee 2 (SG 10): $45,081 per year.
• Administrative Assistant 1 (SG 11): $47,695 per year.

This position includes an additional location pay of $4,000 per year.

Additional Requirements

Prior to the start date, the selected candidate must:

• Successfully complete a pre-employment physical examination and obtain medical clearance from Stony Brook University's Employee Health Services (the hiring department will cover any associated fees).
• Clear a background investigation.
• Submit three written references.
• Provide a copy of any required New York State license(s) or certificate(s).

Failure to comply with these requirements may result in a delayed start date or revocation of the employment offer.