Location: Fredonia,NY, USA
Job Description:
The Office of Retention and Academic Success seeks qualified internal candidates for an Administrative Assistant 2 (SG15), principal administrative support position within the Academic Affairs division. This position also serves as ancillary support to the Provost's and Vice Provost's offices as needed.
Working in a team-oriented environment and utilizing a detailed working knowledge and understanding of SUNY, New York State, and campus policies and procedures, the Administrative Assistant 2 is responsible for independently managing the communication, coordination, organization, and records maintenance of the division and office.
Duties:
One of the major elements of the Administrative Assistant 2 position is the responsibility for establishing and maintaining effective working relationships with others in the same office, in other organizational units, in other NYS agencies, and with the public. Often serving as the first and only point of contact, Administrative Assistant's have frequent oral and written communication to facilitate and expedite the work of the office. They may direct, assist, and instruct others in operational protocol and procedures, and often compose correspondence and write reports and procedures.
The successful candidate's responsibilities fall into four broad categories as follows
Communications:
* Compose, review, edit, screen, respond, evaluate, and prioritize correspondence and reports. Identify and advise appropriate staff on important and urgent matters. Recommend action regarding sensitive and confidential correspondence and independently coordinate appropriate and timely response.
* Coordinate and track responses to SUNY, New York State, SUNY Fredonia, and other requests for information and follow-up action.
* Assist in creating, maintaining and updating the Retention and Academic Success website, including policies, procedures, guidelines, and other related pages that serve as a communication tool for the department and units.
* Prepare background materials and briefings for AVP on meetings and committees. Attend meetings as required and take accurate minutes and notes as required.
Coordination:
* Coordinate and maintain AVP's calendar, contacts, and shared tasks using Google calendar; schedule appointments and events as needed and coordinate arrangements for said appointments and events (i.e. meeting rooms, meals, receptions, maps, parking permits, transportation, lodging, travel, relevant materials/supplies, food, funding approvals, etc).
* Coordinates with the Provost's Office on coverage for deans and other areas under the Provost's direction.
* Coordinate and monitor the timely submission of recommendations, including posting approvals, candidate ranking, appointments, personnel actions, etc.
Organization:
* Provide administrative support and assist with the planning, scheduling, and coordination of workshops, conferences, retreats, seminars, etc. and all related travel arrangements and funding approval.
* Supervise clerical and student support staff including interviewing, hiring, selecting, assigning and reviewing work, prioritizing, identifying training needs, and evaluating quality and quantity of work produced.
* Maintain inventory and requisition of office supplies, equipment, furniture, and professional memberships.
Records Maintenance:
* Create and maintain reliable, accessible, current files and handbooks relevant to the operations, guidelines, and procedures of Retention and Academic Success.
* Plan, monitor, and maintain accurate information, and create detailed reports related to budget, expenditures, and personnel actions.
* Maintain and monitor data and personnel information related to appointment, promotion, reappointment, non-renewal, leaves, continuing/perm appointment, salary increases, discretionary and contractual payments, and disciplinary procedures and actions.
* Reconcile and maintain P-Card and NETcard records.
Assist and support by providing clerical support (including but not limited to) on an as needed basis:
* Provost Office
* Vice Provost
* Dean's Office, College of Education
* Dean's Office, College of Liberal Arts and Sciences
* Dean's Office, School of Business
* Dean's Office, School of Music
* Office of International Education
* Office of Student Creative Activity and Research
Be aware of, understand, and follow all university policies.
Requirements:
Civil Service Eligible List: Taken and passed the Administrative Assistant 2/Secretary 2 exam.
OR
Reassignment Requirement/Lateral Transfer: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 2, SG-15, or Secretary 2.
OR
Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).
OR
70.1 Transfer: Must have a minimum of one year permanency in a SG13 office assistant/clerical title or above.
In addition all applicants must meet at least one of the above requirements.
Knowledges, Skills and Abilities Preferred:
* Ability to establish effective working relationships with a variety of people at all levels of SUNY Fredonia, SUNY System Administration, and the community.
* Knowledge of the principles of office management and clerical processing.
* Ability to analyze and summarize information in both narrative and numerical form using Microsoft Office and Google Docs.
* Knowledge of proper grammatical usage, punctuation, and spelling.
* Ability to write coherent effective narrative concerning the subject matter.
* Knowledge of SUNY Fredonia and SUNY policies, terms, programs, procedures, and functions.
* Knowledge of and ability to use modern office equipment, software, and programs (including Microsoft Office, COS, Banner, Google, FredMart, ARGOS, Interview Exchange, etc).
* Ability to determine priorities and to function in a fast paced office in an independent fashion.
* Ability to coordinate multiple assignments and manage workload in response to changing work priorities.
* Knowledge of the principles and practices of effective supervision.
* Ability to establish effective supervisory relationships.
* Professional discretion and integrity in managing sensitive issues and subject matter.
* Commitment to maintaining currency of knowledge and skills through professional development.
Additional Information:
This is a full-time, Administrative Assistant 2, 12-month, contingent permanent, SG15, CSEA represented position with an entry level salary of $58,046.
SUNY Fredonia prides itself on an outstanding workforce. To continually support organizational excellence, the university conducts background screens on applicants.
An Affirmative Action, Equal Opportunity Employer, SUNY Fredonia provides for, and promotes, equal opportunity employment, compensation, and other terms and conditions of employment, without discrimination.
Pursuant to University policy, the University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.
The University's policy is in accordance with federal and state laws and regulations prohibiting unlawful discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.
Application Instructions:
Interested transfer candidates and canvass letter recipients shall apply using the online application system. Applicants who do not have access to a computer or to the Internet are invited to use computers located in Human Resources available from 8:00am - 4:30pm, Mon-Fri. If you are unable to use the on-line application system, please contact Human Resources at x3434.
Candidates who successfully apply by December 19, 2024 will be given full-consideration.
URL: www.fredonia.edu/about/offices/academic-affairs