Labor Relations Assistant

The Department of Human Resources in the Office of Employee and Labor Relations at SUNY Downstate Health Sciences University is seeking a full-time Assistant to Director 13 / Labor Relations Assistant. The successful candidate will be responsible for the following: 

• Case Preparation Assistant – Organize and administer system for routine and other required correspondence relate to disciplinary cases and grievances at direction of AVP, Director, and staff. Schedule and arrangement for interviews in assigned cases and assist in interrogations where necessary. 

• Prepares all correspondence for Office of Employee & Labor Relations utilizing the personal computer within timeframes requested. Ensures that the correspondence is typed within the timeframe requested. Proofreads all correspondence typed.

• Routes outgoing correspondence on a daily basis. Assist in general Office of Employee & Labor Relations filing. Ensures that correspondence is sent out on a daily basis. Informs Assistant Director and AVP of any problems relating to routing of correspondence. Filing system organized for easy retrieval.

• Assist in general Office of Employee & Labor Relations administrative functions including but not limited to copying, mailing correspondence and taking disciplinary statements along with other staff members. Maintains the Daybooks. Assists Asst. Director and or AVP in coordinating mailings and copying of personnel material. Assure that the Daybook and operational databases are updated. Responds to general Office of Employee & Labor Relations inquiries from Departments such as Counsel’s Office, Compliance and Personnel; i.e. confirming eligibility for the Leave Donation Program.  

• Receives and screens calls to appropriate staffer insuring that priority is given to Albany and Senior Managers. Calls are handled with dispatch, courtesy and efficiency. Messages and follow-up required are done with the appropriate staff member.

• Provide administrative assistance to AVP. Assists in the gathering of reports and statistical information from all Office of Employee & Labor Relations personnel. Calendar Union meetings, provide reports, booklets and materials needed. Meetings are well coordinated with Unions and Senior Management receiving advance notice and supporting materials. Reports, booklets and materials are received promptly and efficiently.

• Maintains the Office of Employee & Labor Relations database and prepares cases for assignment. Ensure that case is given a number by reviewing established cases. Prepare case folder verifying employee status and input staff assigned to each case. Prepare supervisor’s memorandum for staff assigned.

• Assists in keeping the Labor Relations Budget updated and processing purchase requisitions, i.e. supplies, equipment etc. as well as travel and other payment transactions within the established State guidelines and deadlines.  Keeps all supervisory staff aware of any budget developments on a regular basis.

• Assigned to serve as the Office of Employee & Labor Relations RDD (Responsible Departmental Designee) ensuring the timely submission of all personnel/payroll transactions. Contributes in keeping the Office of Employee & Labor Relations Budget updated by processing purchase requisitions as well as travel and other payment transactions within the established State guidelines and deadlines.  Keeps AVP aware of any budget developments on a regular basis.

• Provides administrative support in producing the Monthly and Annual Reports and other reports as assigned under the direction of the Director and other staff. Assists in the coordination of the gathering of statistical information from all Office of Employee & Labor Relations personnel. Maintains backup material for reports that are generated. 

• Other duties as assigned. Assignments are completed on time. Assignments can be used for the intended purpose. Specifically, documents are submitted in a style appropriate to the message and the receiver.  Documents are in proper English. Recommendations are reasonable and in line with any instructions received.  Documents and any attachments normally are complete and ready for use. Documents comply with instructions given.