Administrative Assistant 1, SG-11 (Provost's Office) Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

Applicants are required to provide a cover letter that addresses their qualifications for the position, their current resume, and contact information for three professional references, two of whom must be current/past supervisors.

• PLEASE NOTE: References will be contacted at the time of scheduling interviews.

If you received a canvass letter, you must respond to the canvass in ELMS, OR scan and upload your canvass letter, OR return your canvass letter by mail.

*If you are eligible for this position by way of the Administrative Assistant traineeship program, your salary will be that of the salary grade of your traineeship level.

Vacancy Announcement

Position Information

Campus Title Administrative Assistant 1, SG-11 (Provost's Office)

Department Office of the Provost

Position Summary

HIGHLIGHTS

The Provost’s Office is seeking applications for a new administrative support team member to serve as office manager, receptionist, and customer-service specialist in the office of the Associate Provosts, providing administrative support services to the associate provosts and several other Academic Affairs leaders, communicating with them effectively, anticipating and solving their problems as needed, and ensuring their administrative support needs are met successfully.

Leaders for whom you will provide administrative support as the Administrative Assistant 1 include the Associate Provost for Academic Success, the Associate Provost for Assessment & Curriculum, the Associate Provost for Finance & Administration, and the directors of the Center for Digital Learning, Center for Integrative Learning, Office of Institutional Research, Office of Sponsored Research, Office of Sustainability, Teaching & Learning Center, and the LIVES Program.

To be successful in this position, you must have:

• Excellent organization, customer service, and communication skills.

• Exceptional attention to detail, accuracy, and deadlines.

• Demonstrated ability to prioritize and manage numerous unanticipated requests.

• Successful experience simultaneously supporting multiple leaders.

• Proficiency in office tools such as Word, Excel, and the Google suite.

  Required Qualifications

  MINIMUM QUALIFICATIONS

You must meet one of the following requirements:

Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11 (formerly Secretary 1, SG-11).

Administrative Assistant Trainee 1 Transfer Eligibility Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-06 or above).

Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 and successfully completed the four core administrative support courses.

Administrative Assistant 1 Transfer Eligibility Requirement: You must have one year of service in a clerical title (SG-09 or above) and successfully completed the four core administrative support courses and the four elective administrative support courses, as designated by the agency.

Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).

Civil Service Canvass Letter: You are reachable on the NYS Civil Service Administrative Assistant Trainee 1 canvass list and received a canvass letter (either mailed or via email). The level of traineeship that you would be hired at is dependent on completed mandatory and elective coursework.

NY HELPS : 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) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

In addition to meeting one of the above requirements, you must also meet the keyboarding requirement. Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.

*If you are eligible for this position by way of the Administrative Assistant traineeship program, your salary will be that of the salary grade of your traineeship level.

Preferred Qualifications

PREFERRED QUALIFICATIONS

• Ability to handle multiple priorities and function independently on a day-to-day basis.

• Relevant and successful experience in a high-level higher-education administrative office.

• Experience with office processes and technology systems at SUNY Geneseo.

• Experience supervising student workers.

  Posting Details

  Posting Details

  Posting Number C463

  Number of Vacancies 1

  Line # to be filled 00272

  Full or Part-time Full-Time

  Appointment Type Permanent

  Job Posting Date 11/11/2024

  Job Posting Closed Date 11/25/2024

  Salary Dependent on level of hire, starting at $39,215*

  Special Instructions to Applicant

Applicants are required to provide a cover letter that addresses their qualifications for the position, their current resume, and contact information for three professional references, two of whom must be current/past supervisors.

• PLEASE NOTE : References will be contacted at the time of scheduling interviews.

If you received a canvass letter, you must respond to the canvass in ELMS , OR scan and upload your canvass letter, OR return your canvass letter by mail.

*If you are eligible for this position by way of the Administrative Assistant traineeship program, your salary will be that of the salary grade of your traineeship level.

About SUNY Geneseo

Mission Statement

We are a distinctive public liberal arts college that welcomes and inspires students to develop their knowledge and skills to build a better world. Our supportive, inclusive community is exceptional in cultivating creativity, engagement, and discovery. We find strength in diversity, joy in growth, and fulfillment in lifelong learning.

Vision

We will cultivate a distinctive, equity-centered, public honors college experience that propels learners to positively impact society.

Values

The Geneseo campus community is guided by our beliefs in and commitments to the following values:

• Learning: Embracing high expectations for intellectual inquiry, critical thinking, scholarly exploration, and personal growth.

• Creativity: Empowering a spirit of innovation that inspires intellectual curiosity, self-expression, and problem-solving.

• Belonging: Welcoming a diverse campus community that supports and celebrates

different identities, promotes equity and inclusion, and respects the ideas and

contributions of each individual.

• Civic Engagement: Encouraging active participation grounded in self-reflection,

empathy, and an ethical commitment to the common good of our local and global

communities.

• Sustainability: Building a culture of well-being that integrates and applies principles of

environmental, social, and economic stewardship informed by an understanding of the

past and our obligations to the future.

Equal Employment Opportunity/Affirmative Action Employer

SUNY Geneseo is committed to fostering a diverse community of outstanding students, faculty, staff, and administration. We recruit, hire, train, and promote persons in all positions and ensure that all other personnel actions are conducted without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability, genetic information, or any other protected characteristic. We encourage all people with disabilities to apply.

Applicants, students, employees, and other members of the College community (including vendors, visitors, and guests) are protected from illegal forms of harassment or retaliation based upon a protected characteristic.

To request accommodation or assistance for job-related duties or the employment application process, please contact the Office of Diversity and Equity at (585) 245-5020 or email ode@geneseo.edu (ode@geneseo.edu%3Code@geneseo.edu%3E) . Find out more about our Community Commitment to Diversity, Equity, and Inclusion! (https://www.youtube.com/watch?v=0E28zJDeYTU)

Background Investigation Statement

All applicants are subject to drug and criminal background checks. See our full Background Investigation Statement at http://www.geneseo.edu/hr/employment.

Clery Statement

Applicants interested in positions may access the Annual Security Report( ASR ) for the College at www.geneseo.edu/police. The ASR contains information on campus security policies and certain campus crime statistics. Crime statistics are reported in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Applicants may request a hard copy of the ASR by contacting the SUNY Geneseo University Police Department at 585-245-5651.

NY State Executive Order 161

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 info@goer.ny.gov.

Quick Link for Postings https://jobs.geneseo.edu/postings/4971

Job Duties/Responsibilities

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: Administrative Support

Provide administrative support for the Associate Provost for Academic Success, the Associate Provost for Assessment & Curriculum, the Associate Provost for Finance & Administration, and the directors of the Center for Digital Learning, Center for Integrative Learning, Office of Institutional Research, Office of Sponsored Research, Office of Sustainability, Teaching & Learning Center, and the LIVES Program.

Duties will include:

• Managing calendars and scheduling meetings and events, inviting attendees, making room reservations, ordering refreshments, and preparing meeting materials, as necessary.

• Making travel and lodging arrangements and preparing travel-related documents, such as itineraries, travel requisitions, and travel vouchers as necessary.

• Ordering office supplies, preparing purchase requisitions, and processing CIT and Facilities work order requests.

• Preparing and processing documents through AdobeSign to obtain electronic signatures, and distribute to the appropriate office/person.

  Percentage Of Time 60%

  Job Duty/Responsibility

Function 2: Geneseo Foundation Administration

Working with and receiving direction from the Director of Sponsored Research, provide administrative support to the Office of Sponsored Research and the Research Council, by completing Geneseo Foundation (GF) purchasing for student and faculty awards and various department needs including end-of-year purchases and equipment repair expenses, and purchase order (PO) creation for purchases approved by Provost’s Office.

Tasks include:

• Monitoring the delegated GF Purchasing email account on a daily basis.

• Acknowledge receipt of Student, Faculty, and Departmental Purchase Requisition webform submissions received in the GF Purchasing email account and clarify any questions.

• Completing online purchases identified on the Purchase Requisition webforms, utilizing vendor information list or creating an account with a new vendor and adding the vendor information to the list, as appropriate.

• Save receipts as needed for monthly reconciliation of GF purchasing card.

• Completing GF PO forms (via Excel) and sending to requestor for their submission to the vendor or send directly to the vendor, as appropriate.

• Save copies of POs in the GF purchasing folder within the Research Council’s server folder.

• Logging purchase information from credit cards and POs in Excel.

• Collating printed copies of Purchase Requisition forms with attached credit card receipts or PO documents.

• Forwarding invoices and late payment notices received in the GF Purchasing email to Accounting personnel.

• Assisting Accounting personnel with questions on purchases, providing backup documentation, etc.

• Reconciling GF purchasing card monthly.

  Percentage Of Time 15%

  Job Duty/Responsibility

Function 3: Student Ambassador Administration

Working with and receiving direction from the Director of the Center for Integrative Learning, provide administrative support for the Student Ambassador Program.

Duties will include:

• Interacting with Student Ambassador grant recipients by answering questions, hiring ambassadors’ assistants, assisting with travel, making purchases, reimbursing expenses, and managing budgets.

  Percentage Of Time 10%

  Job Duty/Responsibility

Function 4: Office of the Associate Provosts Management

Duties will include:

• Managing day-to-day operations of the office:

• Greeting visitors to Erwin 205, answering inquiries and directing traffic as necessary.

• Answering incoming calls, taking and distributing messages, and forwarding calls as necessary.

• Opening, logging, routing incoming mail, and processing outgoing mail.

• Copying, scanning, filing, and emailing documents as necessary.

• Maintaining common spaces, including upkeep and organization.

• Interviewing, hiring, completing hiring paperwork, training, supervising, assigning and assessing workload, and approving timesheets for work-study students.

  Percentage Of Time 10%

  Job Duty/Responsibility

Function 5: Miscellaneous Duties

Perform other duties related to the functions of the provost’s and division offices including:

• Providing backup support for the provost’s administrative assistant

• Providing temporary general backup support for Academic Affairs administrative and academic department offices, as needed.

• Preparing and maintaining operations manual pertaining to duties unique to this position.

• Maintaining proficiency in Geneseo’s software programs and pursuing professional development as related to the position.

  Percentage Of Time 5%

  Supplemental Questions

  Required fields are indicated with an asterisk (*).

• • Please select the minimum qualification requirement that you meet. Requirement descriptions can be found above under 'Minimum Qualifications'.

• Reassignment Requirement

• Administrative Assistant Trainee 1 Transfer Eligibility Requirement

• Administrative Assistant Trainee 2 Transfer Eligibility Requirement

• Administrative Assistant 1 Transfer Eligibility Requirement

• Reinstatement Requirement

• Civil Service Canvass Letter

• NY HELPS

• I do not meet any of the above requirement qualifications.

  Applicant Documents

  Required Documents

• Resume

• Cover Letter/Letter of Application

  Optional Documents

• Canvass Letter