Vacancy Announcement Position Information

Campus Title Administrative Assistant 2 Department Office of the Provost Position Summary HIGHLIGHTS

This Administrative Assistant 2 provides executive and strategic administrative support to the Provost and members of the Provost’s executive leadership team, working proactively under general guidance, setting appropriate work priorities, and selecting the best course of action. The duties of the position require superior interpersonal, organizational, and logistical-coordination skills; the ability to collaborate, prioritize, work under pressure, and make independent decisions; and experience with SUNY Geneseo forms, practices, and procedures.

In this position, your responsibilities will include scheduling meetings and events for the Provost, managing the Provost’s calendar, overseeing the Provost’s daily agenda, coordinating the Provost’s and division’s events, and managing the Provost’s office suite. You will provide travel-related and communication-coordination support for the Provost, as well as financial and budgetary support for the Provost’s office, and administrative support related to divisional personnel actions and activities. You’ll also serve as a knowledgeable resource for divisional administrative support staff and leadership.

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

Associate’s degree or higher Minimum of three years of successful prior work experience in a high-level administrative office, preferably in higher education. Proficiency in scheduling and coordinating meetings/events, calendar management, and minute-taking. Proficiency in Microsoft Office Word and Excel and with Google Docs and Sheets. Prior experience with office processes, regulations, and technology systems used at SUNY Geneseo Experience supervising employees, preferably student workers. Posting Details Posting Details

Posting Number C455 Number of Vacancies 1 Line # to be filled 01346 Full or Part-time Full-Time Appointment Type Permanent Job Posting Date 10/03/2024 Job Posting Closed Date 10/20/2024 Salary Minimum of SG-15: $58,046 Special Instructions to Applicant This is a competitive classified position. If you received a canvass letter, you must respond to the canvass in ELMS.

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.

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. 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/4932 Job Duties/Responsibilities Job Duties/Responsibilities

Job Duty/Responsibility Function 1: Administrative Support for the Provost

Schedule provost’s meetings and events: Review and prioritize meeting requests, coordinating with internal and external parties, ensuring adequate time is allowed for and between meetings/events, and making appropriate referrals to the associate provosts, as appropriate. Identify and reserve on-campus meeting space, including virtual connection, and, as necessary, arrange off-site meeting locations and logistics. Consistently monitor email and other communications to ensure that all scheduling is coordinated, logistics are confirmed, and appropriate parties are informed.

Manage the provost’s calendar: Regularly review scheduled meetings, re-evaluate priorities, resolve scheduling conflicts, and modify previously scheduled meetings, as needed. Add appropriate items to the provost’s calendar from the Academic Calendar, such as first and last day of classes, no-class days, study day, and final exam days. In consultation with the provost, add select campus events to the provost’s calendar. Actively oversee the provost’s daily agenda:Assist the provost with ensuring that meetings begin and end according to schedule and otherwise ensure the provost’s schedule is followed and respected. Plan/execute the provost’s and division’s meetings and events: Schedule, create invitations, prepare and monitor guest lists, make reservations, order food and beverages, and ensure that any special arrangements are made. Distribute meeting agendas. Coordinate provost’s travel: Make travel and lodging arrangements. Prepare travel-related documents, such as itineraries, travel requisitions, and travel vouchers. Ensure adequate time is scheduled pre- and post-travel for optimal preparation and catching up on email. Support the execution of strategic initiatives and priorities, including directives from the office of the president, as requested. Percentage Of Time 45% Job Duty/Responsibility Function 2: Financial and Budgetary Support

Provide bookkeeping support: Assist the APFA in management of the provost’s contingency funds, i.e. State and Geneseo Foundation funds. Create and maintain spreadsheets. Work with the APFA to write up check requests and track and file backup material.

Generate immigration-related purchase requisitions. Provide reconciliation support: Reconcile State and Geneseo Foundation accounts on a monthly basis and submit with backup documentation to APFA for review. Reconcile departmental procurement card and foundation card on a monthly basis and provide backup documentation (receipts, invoices, etc.) to the APFF for review and approval. Provide facilities-related support: Prepare and submit CIT and Facilities work order requests. Create and maintain spreadsheets tracking space usage and changes. Review, make necessary changes to, and submit Annual Inventory List provided by the Property Control Services Department to the APFA for review and approval. Make travel and lodging arrangements for provost-invited guest lecturers and special campus guests; prepare travel-related documents, such as travel requisitions and vouchers; request and distribute temporary parking permits; and prepare and ensure payment of honorariums. Percentage Of Time 20% Job Duty/Responsibility Function 3: Administrative Support related to Personnel Actions and Activities

Collect and track annual performance programs and performance evaluations for classified and professional staff and provost’s direct reports and file electronically. Maintain spreadsheet tracking deadline dates for contract actions and formal notifications to ensure that term notifications are sent out in a timely manner to comply with non-renewal notification dates for professional staff. Receive performance evaluations and performance programs, prepare related GERs, and route for signature, submitting final documents to HR. Assist with Academic Affairs awards and Presidential Scholar nomination processes. Provide support for select searches for direct reports to the provost. Maintain/Ensure currency of the Academic Affairs Division organization chart and ensure accuracy and currency of the Academic Affairs section of the campus organization chart and the SUNY Geneseo Organizational Structure web page. Log and/or keep copies of personnel-related documents that are sent to HR. Percentage Of Time 10% Job Duty/Responsibility Function 4: Curriculum-related Administrative Support

Summer session and intersession Prepare and distribute contract letters with accurate information about instructors’ courses, meeting dates and times, and salary information. Follow-up and revise contracts as necessary based on course enrollments.

Program Review processWorking with the APAC, deans, and department secretaries, provide administrative support, such as coordinating the signature of contract letters, scheduling APAC and provost appointments, obtaining parking passes, and preparing and processing purchase orders, travel requisitions, and travel vouchers. Occasionally assist with emailing assessment-related or curriculum-related memos to faculty (e.g., regarding Academic Policies and Procedures, salaries and stipends for intersession and summer course offerings, SOFIs, beginning and end of semester actions). Percentage Of Time 10% Job Duty/Responsibility Function 5: Miscellaneous Duties

Support the campus Joint Labor Management Committee with reimbursing IDA grant recipients, preparing and maintaining spreadsheets and/or shared files, and coordinating with Procurement and Travel Office personnel, the committee chair, and the recipients as needed. Work with the College Senate Chair to request nominations for vacant College Senate seats, and perform other related tasks as identified, in preparation for College Senate elections. Participate in Cabinet Assistants’ calendar meetings and Lunch & Learn professional development activities. Assist campus and divisional colleagues with Commencement and “back-to-school” activities, as needed. Supervise student workers, as needed, including interviewing, hiring, completing hiring paperwork, training, assigning and assessing workload, and approving timesheets Provide backup support for the Provost Office administrative assistant as needed. Prepare and maintain operations manual(s) pertaining to duties unique to this position. Perform other duties related to this position as requested or assigned. Percentage Of Time 10% Job Duty/Responsibility Function 6: Day-to-Day Office Operations

Greet visitors and callers, taking and distributing messages and forwarding calls as necessary; respond to inquiries from administrators, chairs, faculty, staff, students, and the community; and direct individuals to appropriate personnel as appropriate. Open, log, and route all incoming mail and process outgoing mail. Perform routine office functions, such as logging, copying, scanning, filing, and uploading documents. Design and maintain paper and electronic records management systems. Maintain common spaces, including upkeep and organization. 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 Canvass Letter