Administrative Assistant 1, SG11 (Traineeship Eligible) 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 scheduling 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.
Upon submission of your application, you will receive a confirmation email that it has been received. If you do not receive this email, please contact Human Resources by sending a message to jobs@geneseo.edu.
Vacancy Announcement
Position Information
Campus Title Administrative Assistant 1, SG11 (Traineeship Eligible)
Department Biology
Position Summary
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:
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
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.
Applicants must be eligible to work in the United States without a visa sponsorship.
Preferred Qualifications
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.
Posting Details
Posting Details
Posting Number C524
Number of Vacancies 1
Line # to be filled 00155
Full or Part-time Full-Time
Appointment Type Contingent Permanent
Job Posting Date 01/09/2026
Job Posting Closed Date 01/25/2026
Salary Minimum of SG-11: $47,695
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 scheduling 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.
Upon submission of your application, you will receive a confirmation email that it has been received. If you do not receive this email, please contact Human Resources by sending a message to jobs@geneseo.edu.
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/5450
Job Duties/Responsibilities
Job Duties/Responsibilities
Job Duty/Responsibility
FUNCTION 1: Administrative Management & Support
Provide administrative support for department chair, 20+ faculty and staff, and more than 650+ students
Process and distribute incoming mail, copy/scan/fax as needed
Utilize various software to create, prepare and revise various forms, spreadsheets, documents, and reports, and proofread as requested
Manage and troubleshoot multiple department multifunction devices
Process purchase requisitions, refreshment orders, room reservations, and facilities work orders
Coordinate student scholarship and award processes
Coordinate committee memberships and assist committees and organizations as needed
Coordinate advisor assignment/re-assignment processes
Prepare and distribute meeting agendas and minutes
Assist faculty with scheduling and cancelling classes and office hours
Coordinate department personnel office moves
Manage building access permissions and key ownership
Manage Geneseo Foundation account(s) and reconcile purchasing card(s)
Serve as department webmaster
Percentage Of Time 50%
Job Duty/Responsibility
FUNCTION 2: Calendars & Master Schedule Management
Maintain Biology department calendar of events, meetings, deadlines, etc.
Process room reservations
Monitor course enrollments during registration and work with chair and administration to resolve issues
Create detailed spreadsheet draft of each course schedule, determining day/time/room/instructor for each lecture and lab and share with department
Coordinate the Nucleus (Biology Learning Center) and ISC lab schedule each semester
Input and manage Master Schedule, working with chair, department, and administration
Communicate with faculty regarding experimental course submission requirements
Percentage Of Time 20%
Job Duty/Responsibility
FUNCTION 3: Communications & Customer Service
Serve as the department's primary contact and receptionist
Refer callers/visitors as appropriate
Respond to phone messages, social media inquiries, and emails in a timely manner as appropriate
Communicate information as needed to department and students
Administer multiple email lists and department Facebook page
Percentage Of Time 10%
Job Duty/Responsibility
FUNCTION 4: Personnel Related Tasks
Work with department chair on creating job postings using the Online Employment System
Assist search committees with using the OES , scheduling interviews, and creating itineraries
Manage reimbursements as needed for search committees and interviewees
Coordinate onboarding of new employees
Coordinate extra service paperwork for faculty
Assist chair with staff performance evaluations and performance programs
Manage offboarding of faculty and staff
Percentage Of Time 10%
Job Duty/Responsibility
FUNCTION 5: Travel Management
Assist faculty and staff with travel and lodging arrangements and communicate travel policies and regulations
Prepare travel-related documents as necessary for department and interviewees
Manage van reservations and process monthly payment
Track faculty van training expirations and provide reminders
Coordinate travel credit cards for faculty
Percentage Of Time 5%
Job Duty/Responsibility
FUNCTION 6: Miscellaneous
Maintain digital and/or physical copies of meeting minutes, faculty course syllabi, and expenditures
Serve on department and/or campus committees
Pursue professional development as related to position
Perform other duties as related to position
Percentage Of Time 5%
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 support experience in higher education?
Yes
No
-
Do you have strong interpersonal skills and a positive, customer service oriented attitude?
Yes
No
-
Do you have fluency in Microsoft Word and Microsoft Excel?
Yes
No
-
Are you proficient in Banner or any other student information system software?
Yes
No
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Application
Optional Documents
Canvass Letter
