SUNY Oswego







Oswego, Illinois


About SUNY Oswego:

Founded in 1861, SUNY Oswego is a public comprehensive university located in Central New York on the beautiful shores of Lake Ontario, 45 minutes from Syracuse. One of 13 comprehensive colleges in the 64-campus State University of New York (SUNY) system, SUNY Oswego is recognized nationally for its academic quality, focus on student success outcomes, and the growing diversity of its student body. Ranked in the Top Ten among public master's-level universities in the 2021 "Top Regional Universities in the North" by U.S. News and World Report, SUNY Oswego is also recognized among Princeton Review's Best Regional Colleges in the Northeast - an honor bestowed on the college every year since 2003.

Inspired by a shared commitment to excellence and the desire to transcend traditional higher education boundaries, SUNY Oswego provides a transformative experience to about 8,000 undergraduate and graduate students. The college offers preeminent academic programs in the arts and sciences, business, communications, and teacher education, and its success is built on providing students outstanding educational experiences with attention to a liberal arts and sciences foundation, practical applications, interdisciplinary approaches, independent scholarly and creative work, and skills for living in multicultural and global communities.

Click here for additional information about SUNY Oswego.

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 the Human Resources Office by calling 315-312-2230 or emailing

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 Governor's Office of Employee Relations at (518) 474-6988 or via email at

Job Description:

The Registrar's Office at the State University of New York at Oswego invites applications to fill a full-time permanent Administrative Assistant 1 position, Grade 11.

Posting Date: May 26, 2022

Review Date: Review of applications will begin immediately and will continue until the position is filled.

Salary: $41,953/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefit package. Please click here for more information on benefits for full-time CSEA professionals.

Date of Appointment: As soon as possible.

Description of Responsibilities:

* Serve as administrative contact for the Records area daily and larger Registrar counter as needed
* Oversight of transfer credit processing, off campus study approvals, data entry, and maintenance of transfer course equivalencies
* Coordinate posting of academic credit for overseas study through the International Education Department
* Support processing of CAPA grading and transcript procedures
* Process Student Academic Records including grade changes, re-creation of archived records to Banner
* Facilitate Major/Minor Processes; Distribute term major/minor department assignments and additional file sharing as needed, Monthly cleanup, Major/Minor student cancelation requests
* Assist students with FERPA and proxy access
* Provide change of major support for students and advisors
* Oversight of daily transcript processing, supervise staff/student daily transcript
* Ensure accuracy of orders, accounting of transcript funds and respective deposits
* Supervise student workers; including coordination of daily work activities
* Support Front Desk Administrative Support activities, such as answering telephone and electronic correspondence and forwarding to appropriate staff when necessary
* Assist with processes and questions pertaining to student academic records
* Fill in as needed to cover front desk staff
* Coordinate and maintain updates of academic records area procedure manual, including respective office forms, ensuring adherence to current policy and procedures
* Update student records (current and archived), including name changes, SSN updates, deceased and confidentiality indicators, assist with records release requests
* Maintain office forms, ensuring adherence to current policy and procedures
* Process Records Area incoming and outgoing mail
* Assist with special projects as assigned (Readmission, etc.)
* Maintaining records office filing systems, both electronic and paper (Transcript Data Reports, Student Records Requests, OVS supplement, etc.)


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:

Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR be reachable on the Administrative Assistant 1 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 current New York State employee with one year or more of permanent, contingent-permanent, 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 starting salary $34,831 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $38, 875) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.

Trainees will be required to take four mandatory courses 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:

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.


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:

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


Application Instructions:

To Apply Submit:

* Cover letter addressing qualifications and specifically addressing your experience
* Resume
* Copy of certificates related to qualifications
* Contact information for three professional references

electronically by clicking on the APPLY NOW button.

Official transcripts are required at time of appointment.

All required documents must be uploaded in order for your application to be reviewed and considered. Please click here to login to check/edit your profile or to upload additional documents.

Please click CONTACT US if you need assistance applying through this website.

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