What are the responsibilities and job description for the Administrative Assistant 1, SG11 (Traineeship Eligible) position at SUNY Geneseo?
Position Summary
SHIFT: Monday through Friday, 8:00 am to 4:15 pm
Required Qualifications
HIGHLIGHTS
SUNY Geneseo is looking for a new administrative support team member to join the Department of Biology. There are 23 full-time faculty, 3 staff and several part-time faculty. The Department serves around 500 Biology/Biology Adolescent Education majors, as well as large numbers of students in other majors through service and elective courses.
In this administrative support role, you will be expected to work with integrity and professionalism while completing your responsibilities, which include:
SUNY Geneseo is looking for a new administrative support team member to join the Department of Biology. There are 23 full-time faculty, 3 staff and several part-time faculty. The Department serves around 500 Biology/Biology Adolescent Education majors, as well as large numbers of students in other majors through service and elective courses.
In this administrative support role, you will be expected to work with integrity and professionalism while completing your responsibilities, which include:
- serving as receptionist
- managing the day-to-day operations of the department and the Chair
- working with faculty and students regarding schedules
- assisting students and faculty with registration issues
- assisting with adding new majors/minors and assigning majors to department advisers
- keeping the Biology website and email lists current
- obtaining and presenting data related to student awards and scholarships and reports
- taking minutes at department meetings
- coordinating department events
- handling all travel paperwork for faculty and students
- working with/maintaining State and Foundation budgets
- reconciling department credit cards
- ordering supplies
- supervising work study students
SHIFT: Monday through Friday, 8:00 am to 4:15 pm
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.
Applicants must be eligible to work in the United States without a visa sponsorship.
Preferred 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.
- 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.
Applicants must be eligible to work in the United States without a visa sponsorship.
PREFERRED QUALIFICATIONS
- Experience working in an academic department in a higher education institution
- Excellent communication, organization, and customer service skills
- Exceptional attention to detail, accuracy, and deadlines
- Demonstrated ability to prioritize and manage numerous unanticipated requests
- Proficiency in office tools including Word, Excel, and the Google suite.
- Familiarity with using the college software systems, including Argos, Banner, EAB Navigate, KnightSource, Wiki, WordPress, and the SUNY portal.
- Familiarity with college travel regulations and the college procurement card.
- Experience taking minutes at department meetings and summarizing the results.
- Experience supervising student workers.