Agency SUNY Cobleskill

　　Title Non-Competitive Administrative Assistant 2

　　Occupational Category Clerical, Secretarial, Office Aide

　　Salary Grade 15

　　Bargaining Unit ASU - Administrative Services Unit (CSEA)

　　Salary Range From $56355 to $68269 Annually

　　Employment Type Full-Time

　　Appointment Type Provisional

　　Jurisdictional Class Non-competitive Class

　　Travel Percentage 0%

　　Workweek Mon-Fri

　　Hours Per Week 37.5

　　Workday

　　From 8 AM

　　To 4:30 PM

　　Flextime allowed? No

　　Mandatory overtime? No

　　Compressed workweek allowed? No

　　Telecommuting allowed? No

　　County Schoharie

　　Street Address 106 Suffolk Circle

　　City Cobleskill

　　State NY

　　Zip Code 12043

　　Minimum Qualifications High school diploma or high school equivalency diploma; and three years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office. Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

　　Duties Description Receptionist for the Vice President of Student Development (VPSD) Office:Answers phones, takes messages, and responds to questions.Uses judgment to triage, resolve and refer problems and updates Vice President on relevant issues (student problems, conflicts, staffing concerns, administrative problems etc.).Serves as fist contact regarding issues pertaining to student problems and Student Development requirements: local police, attorneys, federal requirement communications, UPD, SUNY and other such outside agencies seeking information regarding students or policies etc.Maintains the strictest levels of confidentiality regarding office, student, and employee matters.Offers direction and/or refers faculty, staff, students, parents, and community members to appropriate offices/individuals for assistance.Opens, reviews, sorts, and distributes office mail. Reviews incoming correspondence to determine significance/necessary action.Responsible for ordering and maintaining all office supplies and office equipment.Assesses office procedures and recommends more effective ways to improve services/operations. Reviews services with other departments to gain efficiencies to economize resources.Supervises and arranges scheduling of student office assistant(s).Oversees meeting scheduling and communications for the VPSD:Makes independent judgments and decisions that support the VPSD's management style. Ensures VPSD is aware and up-to-date on issues.Schedules and maintains VPSD calendar.Schedules student conduct appeal meetings for VPSD and prepares necessary documentation.Types correspondence, memos/letters, prepares spreadsheets. Proofreads and recommends document edits as requested.Creates and shares informationPrepares and distributes minutes for direct reports, student development staff meetings, and other meeting minutes as requested.Maintains orderly, confidential files, both hard-copy and online.Gathers data relevant to various inquiries in order to provide basis for reply or decision; researches problems and gathers and shares information with VPSD.Prepares reports as requested, using statistical and narrative information. Prepares written and email correspondence to stakeholders and constituents per VPSD's request. Transmits instructions to staff on behalf of the Vice President and follows up to ensure completion. Monitors and tracks status of program activities.Coordinates Student Affairs' recognition programs such as:Student Leadership Recognition Program; Annual Faculty, Staff, and Community Appreciation Award Ceremony; Student Development Staff Awards; Chancellors Award for Student Excellence; ACT Award; SUNY Outstanding Student Affairs Award Program; etc.Each event typically requires coordination of nomination process, development of spreadsheets, filing of applications, communicating with students and staff, streamlining electronic records, working with various college offices, emailing candidates and recipients, arranging materials and coordinating program set up (sound, tech, set-up, food, etc.).Develop and maintain a yearly master timeline of all events and production schedules for each event.Coordinates new student welcome/information communications:Prepares new student and continuing student fall and spring semester emails/correspondence.Consults with Admissions, IT, Residence Life and other offices to ensure processes are effective and efficient.Assist with the arrival process overall: check-in process, arrival website, checklist letters, coordinating with the Provost's Office.Manages website and stays up-to-date on software:Consulting with ITS/Web Master, responsible for keeping the VPSD web pages up-to-date and support other Student Development offices, as needed.Oversees, keeps up-to-date, and makes recommendations for improving the Parent website.Uses the most relevant software (Word, Excel, Database, Surveys, Chat GPT, Banner, Argos, etc.) to provide the best customer service and record keeping.Budgetary record keeping:Maintains purchase orders and keeping records of office accounts, expenditures, and oversight of procurement of monthly online credit card statementsPrepares internally updated Excel budget reports monthly to VPSD.Alerts VPSD to issues, discrepancies, or concerns.Travel arrangements for VPSA and others, as appropriate:Prepares travel vouchers as necessary for business travel.Arrange for transportation as needed.Register VPSD for conferences and update yearly association memberships.

　　Additional Comments Apply online at http://cobleskill.interviewexchange.com/jobofferdetails.jsp?JOBID=171967

　　Some positions may require additional credentials or a background check to verify your identity.

　　Name Nicole Field

　　Telephone 5182555514

　　Fax

　　Email Address [email protected]

　　Address

　　Street 106 Suffolk Circle

　　City Cobleskill

　　State NY

　　Zip Code 12043

　　Notes on Applying Apply online at http://cobleskill.interviewexchange.com/jobofferdetails.jsp?JOBID=171967