Administrative Assistant 1 - Office of Advising Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

Please submit a cover letter, resume, and contact information for three professional references, including at least two past/current supervisors.

PLEASE NOTE: References will be contacted at the time of on-campus 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 - Office of Advising

Department Office of Advising

Position Summary

HIGHLIGHTS

The Office of Advising at SUNY Geneseo is seeking an Administrative Assistant 1, SG-11 to join their team. In this role, you'll provide essential support to the office by performing a wide range of administrative and clerical tasks to ensure efficient day-to-day operations. You'll serve as the first point of contact for students, faculty, and staff, offering courteous and knowledgeable assistance in person, via phone, and through email.

As the Administrative Assistant 1, you'll provide support to academic advisors by maintaining accurate records, coordinating meetings and events, and assisting with communications and outreach. To be successful, you should be highly organized, detail-oriented, and capable of working independently in a fast-paced, student-centered environment. This role plays a vital part in fostering a welcoming and supportive atmosphere for all members of the college community.

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.

*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

Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines.

Excellent verbal and written communication skills, including professional phone and email etiquette.

Demonstrated ability to provide high-quality customer service and maintain confidentiality in a student-centered environment.

Ability to work independently and collaboratively as part of a team.

Cultural competency and sensitivity in working with diverse populations.

Posting Details

Posting Number C495

Number of Vacancies 1

Line # to be filled 00210

Full or Part-time Full-Time

Appointment Type Permanent

Job Posting Date 06/18/2025

Job Posting Closed Date 07/06/2025

Salary Dependent on level of hire, starting at $40,391*

Special Instructions to Applicant

Please submit a cover letter, resume, and contact information for three professional references, including at least two past/current supervisors.

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

Quick Link for Postings https://jobs.geneseo.edu/postings/5276

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: Reception & Customer Service

Greet students, faculty, staff, and visitors in a professional and friendly manner.

Serve as the first point of contact for in-person, phone, and email inquiries.

Provide general information about academic advising services, office hours, and appointment scheduling.

Manage advising@geneseo.edu email

Maintain the cleanliness and organization of the front desk and reception area.

Monitor inventory and request supplies as needed.

Assist with preparing and organizing advising materials, forms, and documents.

Support the training of student workers on day-to-day operations and best office practices.

Percentage Of Time 45%

Job Duty/Responsibility

Function 2: Record Keeping & Data Entry

You'll be responsible for updating student records in a timely manner. This may include:

Processing change of major, minor, concentration, micro credentials, pre-health/pre-med, and catalog years

Processing credit increase

Processing time conflict overrides,

Processing student-athlete letters,

Processing cross-registration

Processing language consortium

Processing transfer course approvals

Processing new admit catalog year updates

Updating student Academic Standing

Uploading documentation to Navigate and or Xtender for tracking and

historical archiving

Percentage Of Time 35%

Job Duty/Responsibility

Funciton 3: Appointment Scheduling & Calendar Management

Assist students with scheduling, canceling, and rescheduling advising

appointments.

Maintain and update advisors' calendars and manage Navigate appointments.

Check students in to their appointments using Navigate.

Percentage Of Time 10%

Job Duty/Responsibility

Function 4: Collaboration & Office of Advising Support

Work closely with advisors and other administrative staff to ensure smooth office operations

Participate in regular team meetings, training sessions, and routine one to one meetings with supervisor.

Submit Purchasing Orders (POs) as needed for travel and office expenses in

collaboration with supervisor.

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.
Do you have administrative experience in a higher education setting?

I have 1-3 years of administrative experience in higher education

I have 4-6 years of administrative experience in higher education

I have 7-10 years of administrative experience in higher education

I have more than 10 years of administrative experience in higher education

Applicant Documents

Required Documents

Resume

Cover Letter/Letter of Application

Optional Documents

Canvass Letter

SUNY Geneseo

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Administrative Assistant 1 - Office of Advising