Administrative Assistant 1, SG-11 (Anthropology & Geography) Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

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.

Vacancy Announcement

Position Information

Campus Title Administrative Assistant 1, SG-11 (Anthropology & Geography)

Department Geography & Sustainability Studies

Position Summary

HIGHLIGHTS

SUNY Geneseo is seeking a full-time team member to provide shared administrative support to the Anthropology Department and the Geography and Sustainability Studies Department. To be successful in this position, you must be teachable, approachable, self-motivated, resourceful, and attuned to privacy concerns.

In the role of supporting both the Anthropology Department and the Geography and Sustainability Studies Department, your responsibilities will include, but are not limited to:

• Managing day-to-day operations of departments and department chairs.

• Greeting students and visitors to department offices, answering inquiries, and directing traffic

• Answering incoming calls, taking messages, and forwarding calls

• Responding to or distributing email

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

• Coordinating department events.

• Handling all travel paperwork for faculty and students.

• Maintaining State and Foundation budgets.

• Reconciling department credit card.

• Ordering office supplies and purchases to support faculty research.

• Supervising work-study students and managing timesheets for work-study students and teaching assistants.

  SCHEDULE

Monday & Wednesday: Anthropology Office

Tuesday & Thursday: Geography and Sustainability Studies Office

Friday: Remote

During Intersessions and Summer, this schedule is subject to change and may allow for additional remote work.

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 and willingness to become familiar with the requirements for Anthropology, Sociomedical Studies, and Geography and Sustainability Studies majors/minors/concentrations, courses, and course prerequisites.Exceptional attention to detail, accuracy, and deadlines.

• Demonstrated ability to prioritize and manage numerous unanticipated requests.

• Proficiency in (or willingness to learn) Drupal to manage websites.

• Experience assuming responsibility for department operations, as delegated by the chairs.

• Experience taking minutes at department meetings and summarizing the results.

• Experience supervising student workers.

• Familiarity with using college software systems, such as Argos, Banner, EAB Navigate, KnightSource, KnightWeb, Wiki, as well as the SUNY portal.

• Familiarity with college travel regulations and the college procurement card.

  Posting Details

  Posting Details

  Posting Number C474

  Number of Vacancies 1

  Line # to be filled 00158

  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 (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/5122

Job Duties/Responsibilities

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: Office Communications

• Communicate with faculty, students, college administration, and the public in person, via email, and by phone in both departments five days a week.

• Manage and update department web pages.

• Manage and update department Google Calendars with classes, department meetings and social events, campus-wide events, conference dates, etc.

• Solve a wide variety of problems on a daily basis.

• Submit work orders

• Assist students with academic and program-related issues, assign faculty advisers to new majors, and coordinate the change of major/minor requests with faculty.

• Take, summarize, and distribute department minutes.

• Mail donor thank you letters signed by chairs.

  Percentage Of Time 40%

  Job Duty/Responsibility

Function 2: Budget & Supply Maintenance

• Maintain department budgets and supplies.

• Manage purchasing to support labs and research equipment/supplies (including summer research).

• Reconcile Geneseo Foundation, Research Foundation, and department procurement cards.

• Send thank you letters to donors and communicate with donors and alumni as needed.

  Percentage Of Time 20%

  Job Duty/Responsibility

Function 3: Travel Documentation

• Reserve vans, make reservations for lodging.

• Make travel arrangements for conferences and for speakers and other visitors.

• Process and submit travel requisitions and vouchers.

  Percentage Of Time 15%

  Job Duty/Responsibility

Function 4: Calendar Maintenance & Meeting/Event Coordination

• Schedule events, reserve rooms, and prepare meeting materials as needed.

• Coordinate department events and assist with ordering refreshments.

  Percentage Of Time 15%

  Job Duty/Responsibility

Function 5: Student Worker Supervision

• Manage onboarding and time sheets of work study and undergraduate laboratory assistants.

• Hire, supervise work study students.

  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