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Administrative Assistant 2, SG-15 Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

This is a competitive classified position. If you are not list or transfer eligible you may be eligible for a provisional appointment. If hired, you would be expected to qualify for the competitive exam when it is next held, scoring high enough to be reachable to achieve permanent appointment. If not, you will be removed from the position at that time.

Please submit a resume, cover letter explaining interest in and qualifications for the position, and contact information for three professional references, including at least two past/current supervisors.

• PLEASE NOTE: References will be contacted at the time of on-campus interviews.

If you received a canvass letter, you must respond to the canvass in ELMS.

This posting is for reclassification purposes.

Vacancy Announcement

Position Information

Campus Title Administrative Assistant 2, SG-15

Department Office of Diversity and Equity

Position Summary

HIGHLIGHTS

This position provides key executive leadership and support to the Chief Diversity Officer and administrative support for the entire Office of Diversity & Equity ( ODE ) Team. It requires working with little supervision, very strong organizational and logistical abilities, strong communication skills, impeccable coordination, the ability to work under pressure, and the ability to make good, sound independent decisions.

In this position, in addition to regular daily administrative support to the members of ODE , you’ll also provide budget management, event planning, committee support, student employee and intern management, personnel administration, and web and social media management. You will establish and maintain solid working relationships with senior-level executive assistants and other key constituents on campus.

If you are not eligible by way of the Civil Service list or transfer, you may be eligible to be hired provisionally. You would need to meet the provisional eligibility minimum qualifications (below) and sit for the Administrative Assistant 2 exam when it is held. You will be expected to qualify for the competitive exam, scoring high enough to be reachable to achieve permanent appointment. If not, you will be removed from the position.

This posting is for reclassification purposes.

Required Qualifications

MINIMUM QUALIFICATIONS

Candidates must have permanent appointment in an Administrative Assistant 2, SG-15, classified position; or be reachable for appointment on the current NY State Civil Service canvass list for SUNY Geneseo’s area location for the Administrative Assistant 2, SG-15 position; or be transfer eligible.

or

For Provisional Appointment Eligibility: one year as an Administrative Assistant 1, SG-11

New York State Preferred Lists candidates have preference.

Preferred Qualifications

PREFERRED QUALIFICATIONS

• Proven ability to establish effective working relationships with a variety of people at all levels of an organization

• Knowledge of office and institutional administrative practices and procedures

• Demonstrated commitment to diversity, equity, and inclusion

  Posting Details

  Posting Details

  Posting Number C451

  Number of Vacancies 1

  Line # to be filled 00279

  Full or Part-time Full-Time

  Appointment Type Permanent

  Job Posting Date 08/28/2024

  Job Posting Closed Date 09/12/2024

  Salary Minimum of SG-15: $58,046

  Special Instructions to Applicant

This is a competitive classified position. If you are not list or transfer eligible you may be eligible for a provisional appointment. If hired, you would be expected to qualify for the competitive exam when it is next held, scoring high enough to be reachable to achieve permanent appointment. If not, you will be removed from the position at that time.

Please submit a resume, cover letter explaining interest in and qualifications for the position, and contact information for three professional references, including at least two past/current supervisors.

• PLEASE NOTE : References will be contacted at the time of on-campus interviews.

If you received a canvass letter, you must respond to the canvass in ELMS .

This posting is for reclassification purposes.

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.

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/4888

Job Duties/Responsibilities

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: Office Management

• Provide Google Calendar support to the CDO and other members of department as needed,

• Serve as the initial contact and resource person for all walk-in traffic in the ODE Suite, including students in crisis,

• Make campus room reservations,

• Submit CIT tickets and work order requests,

• Arrange for campus visitors,

• Answer phones (including emergency/urgent situations) & take messages,

• File and copy,

• Make external reservations,

• Prepare material for meetings,

• Order and maintain office supplies,

• Serve as liaison when collaborating with other departments.

  Percentage Of Time 25%

  Job Duty/Responsibility

Function 2: Budget Management

• Oversee and manage 5 state budget lines and 3 Geneseo Foundation Accounts.

• Work with each director to plan budgets and manage spending for the year.

• Manage purchasing and ensure that all department invoices, including all Campus Auxiliary invoices, are paid for through Knight Source,

• Coordination and reconciliation of state and Foundation procurement card purchases for the department

  Percentage Of Time 15%

  Job Duty/Responsibility

Function 3: Event Planning

• Reserving space on campus,

• Coordinating room set-up,

• Ordering catering

• Approving banquet checks

• Updating websites

• Communicating with the performer/artist/speaker as needed to:

• finalize contracts,

• discuss tech needs,

• negotiate any special requests,

• work with Communications and publications to create posters/flier that meets the standards set forth by the featured artist/speaker while meeting the standards of the college rules,

• submit SA tech requests, publicity requests, photography/video requests, CIT tech requests, & duplicating requests, helping to ensure that other campus protocols are followed

• coordinating off-campus advertising, social media marketing, list-serve marketing

  Percentage Of Time 15%

  Job Duty/Responsibility

Function 4: Student Intern Management

• Post position in Handshake,

• Complete appointment forms and communicate with all student hires,

• Serve as the liaison with financial aid office,

• Supervise office hours,

• Track and approve electronic timesheets,

• Manage temp service budget,

• Coordinate work-study allotment with financial aid office,

• Assist students with \payroll issues throughout the year,

• Request parking permits Order name tags

• Serve as liaison for students with the Human Resource and Payroll Office.

  Percentage Of Time 10%

  Job Duty/Responsibility

Function 5: Committee/Program Support

• Provide direct support to the various committees/programs

that fall under the umbrella of the Office of Diversity & Equity

Percentage Of Time 10%

Job Duty/Responsibility

Function 6: Personnel Management

• Search Committee Support for the department as needed.

• Track the ongoing personnel changes of our department’s employees and complete the proper forms to reflect the changes, solicit the correct signatures and send to Human Resources in a timely manner.

• Complete onboarding process with new employees:

• obtain ID’s,

• new account set-up requests,

• request computer equipment,

• parking permits,

• campus orientation,

• office space set-up.

• Ensure that the employee separation process is completed when an employee leaves the college.

  Percentage Of Time 10%

  Job Duty/Responsibility

Function 7: Travel

• Coordinate arrangements including but not limited to hotel, flight, and rental car reservations, mileage and per diem calculations,

• Complete and submit required paperwork for all members of the ODE team and visitors, candidates and/or performers/artists/speakers.

  Percentage Of Time 5%

  Job Duty/Responsibility

Function 8: Social Media Management

• Update, maintain and respond to all of the social media sites associated with the ODE , including but not limited to SUNY Geneseo drupal websites, Instagram, X, diversity-l, odestudentteam and ode email

  Percentage Of Time 5%

  Job Duty/Responsibility

Function 9: Additional Responsibilities

• Cabinet Assistants Lunch and Learn: attend monthly meetings with Cabinet Assistants for professional development

• Cabinet Assistants Calendar Meetings: attend monthly calendar meetings to sync Cabinet calendars

  Percentage Of Time 5%

  Supplemental Questions

  Required fields are indicated with an asterisk (*).

  Applicant Documents

  Required Documents

• Resume

• Cover Letter/Letter of Application

  Optional Documents