Administrative Assistant 2, SG-15

SUNY Maritime College; Town of Geneseo (NY); On-site; USD 59,000 - 70,000; Full time

Job summary

SUNY Geneseo seeks an Administrative Assistant 2 for the School of Education. The role involves providing executive support to the dean, managing office operations, supervising student workers, and ensuring effective communication within the department. Ideal candidates will have strong administrative skills and experience in a higher education setting, contributing to strategic initiatives and operational efficiency.

Qualifications

• Candidates must be eligible for an Administrative Assistant 2 position.
• Experience in a high-level administrative office is preferred.
• Proficiency in office tools including Word, Excel, and Google applications is required.

Responsibilities

• Provide administrative support to the Dean of the School of Education.
• Oversee day-to-day operations and personnel transactions.
• Manage SOE communications, including internal newsletters and document organization.

Skills

Detail Orientation

Project Management

Independent Judgment

Stakeholder Engagement

Education

NYS Civil Service Administrative Assistant 2 eligibility

Tools

Microsoft Suite

Google Suite

Job description

Please see Special Instructions for more details.

This is a competitive classified position. 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.

If you received a canvass letter, you must respond to the canvass in ELMS.

PLEASE NOTE: References will be contacted at the time of on-campus interviews.

Vacancy Announcement

Position Information

Campus Title

Department

Department School of Education

Position Summary

HIGHLIGHTS

SUNY Geneseo is looking to hire an Administrative Assistant 2 for the School of Education ( SOE ).

As an Administrative Assistant 2 (AA2), you’ll provide administrative, executive, and strategic support to the Dean of the School of Education by overseeing day-to-day operations, personnel transactions, and strategic initiatives and priorities in this growing area of the college.

You will ensure the efficient operation of the School of Education by performing a wide range of administrative duties including resolving day-to-day operational problems, responding to phone calls, sorting paper and electronic mail, maintaining office supplies, supporting processes such as adding and dropping students from courses, overall office organization, and following up on faculty, staff, student, and community questions and needs. You will process SOE faculty and staff travel and national memberships, reconcile state and foundation accounts, and maintain a detailed budgetary report to be shared monthly with the SOE . You’ll provide logistical support for searches and help to onboard new adjuncts, lecturers, and faculty in the SOE . You’ll also recruit and oversee Work Study students.

As an AA2, you’ll perform duties at an advanced level in compliance with SOE and college policies and procedures, on behalf of the dean. These include working closely with the dean to prepare for and take minutes of SOE faculty/staff meetings, executive coordinating committee meetings, communications with program coordinators, standing committee chairs, and college stakeholder groups both on and off-campus. You’ll be responsible for internal communications (including weekly student newsletters), document organization, calendar management, and the master calendar. Your duties include overseeing and monitoring SOE listservs and weekly newsletters, including tracking and posting PK-12 hiring announcements. You’ll manage and update SOE webpages.

Your role includes logistical responsibility for the SOE graduation celebration, Shear Speaker Series, accreditor site visits, special events, and strategic initiatives. This includes communication with speakers, processing W-9s, securing travel and overnight accommodations, venue, CAS , CIT , parking reservations and marketing.

The AA2 regularly engages with faculty, staff, students, and the community, serving as the face of the SOE and the Office of the Dean in these engagements.

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.

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

• Experience in a high-level higher-education administrative office or a similar setting where detail orientation, project management and independent judgment were required and technical skills and follow through were the norm.
• Experience with office processes and technology systems used at SUNY Geneseo and proficiency in office tools including Word, Excel, and the Google Suite.
• Experience supervising student workers.
• Proven skills and expertise in interacting with a variety of stakeholders and working with people with diverse backgrounds.

Posting Number

Posting Number C490

Number of Vacancies

Number of Vacancies 1

Line # to be filled

Line # to be filled 00277

Full or Part-time

Full or Part-time Full-Time

Appointment Type

Appointment Type Permanent

Job Posting Date

Job Posting Date 06/12/2025

Job Posting Closed Date

Job Posting Closed Date 06/29/2025

Salary Minimum of SG-15: $59,787

Special Instructions to Applicant

This is a competitive classified position. 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.

If you received a canvass letter, you must respond to the canvass in ELMS .

PLEASE NOTE : References will be contacted at the time of on-campus interviews.

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.

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 [phone] or email [e-mail] . Find out more about our Community Commitment to Diversity, Equity, and Inclusion!

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.

Function 1: Financial & Budgetary Responsibilities

Financial and Budgetary Support

• Oversee Geneseo Foundation and state credit card charges, collect receipts, and reconcile monthly charges
• Monitor SOE expenses and prepare monthly budget reports of state and foundation accounts
• Arrange for advertising SOE searches
• Process professional annual association membership dues and subscription fees
• Organize and coordinate Financial Aid information for the SOE Scholarship Committee
• Process travel, accommodations, speaker fees/W9s, marketing, and other costs associated with the Shear Speaker Series and other special initiatives
• Process check requests for SOE Graduation Celebration student awards and scholarships

Travel Oversight and Support

• Arrange travel for the dean, support faculty, staff, and searches by securing reservations with state travel contract services in compliance with College travel policy and requirements
• Reconcile and process all travel paperwork for the dean, faculty, and staff, excluding travel related to Field Experience.

Percentage Of Time

Percentage Of Time 20%

Job Duty/Responsibility

Function 2: Personnel-Related Responsibilities

Master Schedule

• Maintain and update the master schedule, including room assignments, course cancellations, and late change forms in consultation with program chairs

SOE Hiring and Onboarding Support

• Support all logistical needs related to the hiring of adjuncts, faculty, staff, and graduate assistants
• Coordinate and maintain all hiring paperwork (GERs) and personnel records, including separation paperwork
• Work with program coordinators to onboard and support new adjuncts, lecturers, and faculty with the Learning Management System, office assignments, nameplates, keys, ID cards, parking stickers, nametags, business cards, technology, etc

Faculty

• Create and maintain a database that includes faculty contact information, semester course loads and enrollments, releases, sabbaticals, personnel decisions, & pending decisions
• Create and maintain a database of faculty and staff service to the School of Education and college
• Communicate and confirm faculty compliance with college expectations regarding final exams each semester

Work Study

• Hire, train, and supervise work-study students
• Organize schedules and assignments, including reception area coverage

Percentage Of Time

Percentage Of Time 20%

Job Duty/Responsibility

Function 3: SOE & Committee Support Responsibilities

• Schedule times and activities of SOE meetings, including monthly faculty/staff meetings, coordinating committee meetings, SOE -wide committee meetings, retreats, other college meetings, and sessions with internal and external stakeholder groups
• Help the dean prepare for and take minutes of monthly coordinating committee meetings and faculty/staff meetings, including communication with guests; maintain Google file of minutes
• Support the curriculum committee chair by organizing course and program proposals and follow-up communications with the Provost’s Office regarding pending proposal approval and information needs
• Support the SOE scholarship committee by vetting and organizing applications, contacting students, appropriate departments, and the Geneseo Foundation regarding existing and future scholarships and awards
• Support the accreditation team by preparing for Site Team visit
• Provide support for professional staff, including assisting with filing, taking notes, preparing documents for meetings, and adding and dropping students from courses
• Provide support for SOE advising events
• Coordinate printing of SOE materials and information for college/event marketing and communications, undergraduate and graduate recruitment, and other units across the college, and maintain inventory of swag, in consultation with dean and faculty lead
• Update list of academic program and SOE -wide committees and chairs annually

Percentage Of Time

Percentage Of Time 20%

Job Duty/Responsibility

Function 4: Administrative Responsibilities

• Respond to inquiries and oversee day-to-day operations of the office of the Dean
• Develop and maintain an efficient workflow by utilizing supportive technology, including, but not limited to: Google platforms, Argos, Microsoft Suite, Banner, DocuSign, Doodle polls, Canvas, Microsoft Teams, OWL technology, Knightweb, and Brightspace.
• Design and maintain paper and electronic records management systems
• Oversee SOE communications
• Greet visitors and callers, handle inquiries from faculty, staff, students, and the community, and direct individuals to appropriate personnel
• Oversee and monitor SOE listservs, weekly newsletters, SOE webpages, and social media postings
• Ensure sufficient stock of supplies and printer needs
• Maintain the common spaces in Suite 200 (including upkeep and organization)
• Prepare and maintain an operations manual of duties unique to this position

Percentage Of Time

Percentage Of Time 15%

Job Duty/Responsibility

Function 5: Strategic Initiative Support

Organize and support the execution of strategic initiatives and priorities, on behalf of the dean and academic program leadership, including:

• development and implementation of community college articulation agreements
• general and transfer recruitment, enrollment, and success
• existing and prospective Study Abroad/Away programs
• coordination and timely development and review of academic programs and initiatives
• directives from the office of the president and provost
• development of a strategic hiring plan with the dean and academic programs

Percentage Of Time

Percentage Of Time 15%

Job Duty/Responsibility

Function 6: Stakeholder Meetings AND Community Eevent Responsibilities

Teacher Education Advisory Group, Teacher Education Coordination Council, school partnerships and initiatives

• Communicate with members to arrange schedules
• Provide logistical support and oversee operational aspects (membership lists, surveys, sign-in sheets, meeting minutes, parking passes, CAS orders, and room reservations)
• Take minutes of all meetings and maintain related files

Shear Speaker Series

• Coordinate logistics for events and receptions (including venue reservation, backup snow day, CAS , CIT , and University Police, if needed)
• Arrange for and process speaker(s) travel, hotel, parking passes, and honoraria
• Coordinate marketing and promotional activities (advertisements) and payments
• Communicate with campus stakeholder groups (e.g., the alumni office, marketing and communications, admissions) on behalf of the dean and the host academic program

SOE Spring Convocation

• Reserve venue; submit CIT technology and audio reservation
• Confirm program details and printing, including LIVES graduates’ information
• Coordinate rehearsal, including LIVES program staff and students
• Confirm awards recipients and faculty presenters
• Create award certificates
• Support platform guests and assist speaker (cap and gown, parking pass)
• Organize SOE graduate gifts/swag

College Masters Commencement Ceremony

• Assist SOE nominated speaker (alternate years)
• Confirm SOE faculty hooding assignments

Percentage Of Time

Percentage Of Time 10%

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a permanent appointment in an Administrative Assistant 2, SG-15, OR are you reachable on the NYS Civil Service canvass list for SUNY Geneseo's area location or are you eligible for an appointment to the Administrative Assistant 2, SG-15 title via transfer? Please note: NYS Preferred Lists candidates have preference.
  • Yes
  • No