Administrative Assistant 1, SG-11 (Dean of Students)
SUNY Geneseo
Vacancy Announcement Position Information Campus Title Administrative Assistant 1, SG-11 (Dean of Students) Department Center for Community Position Summary HIGHLIGHTS
The Administrative Assistant 1 to the Dean of Students is critical to the functioning of the office and the safety and well-being of students. This position requires processing highly sensitive and highly confidential information that is delivered to, and produced by, the Dean and supporting agencies and departments.
In this role, you’ll be responsible for managing the day-to-day activities of the dean, tracking high-level procedures, communicating with students, faculty, staff, alumni, attorneys, and triaging critical information presented to the office, sometimes involving life and death scenarios acting as the outward-facing and welcome person in the office processing travel arrangements and purchases, preparing Human Resources forms, hiring and supervising student workers, maintaining critical office records and logs, coordinating events, coordinating internal and external verifications of educational records, coordinating mandated community service for the conduct office and local courts. 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 think critically and remain calm when presented with stressful information/situations. Experience with: Banner Maxient EAB Navigate Microsoft 365 (Sharepoint/One Drive/Teams) Posting Details Posting Details Posting Number C475 Number of Vacancies 1 Line # to be filled 43249 Full or Part-time Full-Time Appointment Type Permanent Job Posting Date 01/29/2025 Job Posting Closed Date 02/13/2025 Salary Dependent on level of hire, starting at $39,215* Special Instructions to Applicant Applicants are required to submit a cover letter, resume, and contact information for at least three professional references including at least two past/current supervisors. 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.
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. Find out more about our Community Commitment to Diversity, Equity, and Inclusion! 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
Screen incoming requests and communications for the Dean of Students’ office; process mail. Receive visitors and answer questions not requiring the Dean’s attention. Organize background checks and Dean’s certifications. Schedule meetings/events as needed to include reserving rooms, ordering refreshments, and preparing meeting materials. Process CIT and Facilities work order requests. Maintain Dean of Students websites. Maintain office key distribution and logs. Track and log office computer equipment. Percentage Of Time 40% Job Duty/Responsibility Function 2: Administrative Support for the Assistant Dean of Students for Student Conduct & Community Standards
Schedule meetings and reserve rooms/spaces on campus as needed. Maintain office records and purge as required. Send official correspondence on behalf of the Conduct office. Assist with creating new cases in Maxient. Track sanctions and follow up on overdue cases. File hard copy records. Coordinate community service requirements. Assist with conduct board scheduling and registration, applications, and confidentiality agreements. Maintain academic dishonesty files. Percentage Of Time 30% Job Duty/Responsibility Function 3: Purchasing, Travel, Human Resources
Utilize KnightSource to maintain office supply inventory and prepare purchase requisitions/vouchers. Adhere to all policies regarding College credit card use; track distribution and usage. Manage copier supply inventory of toner and paper; maintain equipment. Coordinate travel arrangements, prepare travel requisitions/vouchers. Prepare HR-related forms Percentage Of Time 20% Job Duty/Responsibility Function 4: Student Worker Recruitment & Supervision
Utilize Handshake to advertise and hire student office workers. Coordinate and supervise student workers, including developing schedules and managing timesheets. Percentage Of Time 10% Supplemental Questions
The Administrative Assistant 1 to the Dean of Students is critical to the functioning of the office and the safety and well-being of students. This position requires processing highly sensitive and highly confidential information that is delivered to, and produced by, the Dean and supporting agencies and departments.
In this role, you’ll be responsible for managing the day-to-day activities of the dean, tracking high-level procedures, communicating with students, faculty, staff, alumni, attorneys, and triaging critical information presented to the office, sometimes involving life and death scenarios acting as the outward-facing and welcome person in the office processing travel arrangements and purchases, preparing Human Resources forms, hiring and supervising student workers, maintaining critical office records and logs, coordinating events, coordinating internal and external verifications of educational records, coordinating mandated community service for the conduct office and local courts. 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 think critically and remain calm when presented with stressful information/situations. Experience with: Banner Maxient EAB Navigate Microsoft 365 (Sharepoint/One Drive/Teams) Posting Details Posting Details Posting Number C475 Number of Vacancies 1 Line # to be filled 43249 Full or Part-time Full-Time Appointment Type Permanent Job Posting Date 01/29/2025 Job Posting Closed Date 02/13/2025 Salary Dependent on level of hire, starting at $39,215* Special Instructions to Applicant Applicants are required to submit a cover letter, resume, and contact information for at least three professional references including at least two past/current supervisors. 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.
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. Find out more about our Community Commitment to Diversity, Equity, and Inclusion! 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/5118 Job Duties/Responsibilities Job Duties/Responsibilities Job Duty/Responsibility Function 1: Office Management & Administrative Support for the Office of the Dean of StudentsScreen incoming requests and communications for the Dean of Students’ office; process mail. Receive visitors and answer questions not requiring the Dean’s attention. Organize background checks and Dean’s certifications. Schedule meetings/events as needed to include reserving rooms, ordering refreshments, and preparing meeting materials. Process CIT and Facilities work order requests. Maintain Dean of Students websites. Maintain office key distribution and logs. Track and log office computer equipment. Percentage Of Time 40% Job Duty/Responsibility Function 2: Administrative Support for the Assistant Dean of Students for Student Conduct & Community Standards
Schedule meetings and reserve rooms/spaces on campus as needed. Maintain office records and purge as required. Send official correspondence on behalf of the Conduct office. Assist with creating new cases in Maxient. Track sanctions and follow up on overdue cases. File hard copy records. Coordinate community service requirements. Assist with conduct board scheduling and registration, applications, and confidentiality agreements. Maintain academic dishonesty files. Percentage Of Time 30% Job Duty/Responsibility Function 3: Purchasing, Travel, Human Resources
Utilize KnightSource to maintain office supply inventory and prepare purchase requisitions/vouchers. Adhere to all policies regarding College credit card use; track distribution and usage. Manage copier supply inventory of toner and paper; maintain equipment. Coordinate travel arrangements, prepare travel requisitions/vouchers. Prepare HR-related forms Percentage Of Time 20% Job Duty/Responsibility Function 4: Student Worker Recruitment & Supervision
Utilize Handshake to advertise and hire student office workers. Coordinate and supervise student workers, including developing schedules and managing timesheets. Percentage Of Time 10% 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
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