Administrative Assistant 2, SG-15 Bookmark this Posting Print Preview | Apply for this Job
Please see Special Instructions for more details.
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.
PLEASE NOTE: References will be contacted at the time of on-campus interviews.
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.
Vacancy Announcement
Position Information
Campus Title Administrative Assistant 2, SG-15
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
Applicants must be eligible to work in the United States without a visa sponsorship.
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 Details
Posting Details
Posting Number C541
Number of Vacancies 1
Line # to be filled 00277
Full or Part-time Full-Time
Appointment Type Permanent
Job Posting Date 04/13/2026
Job Posting Closed Date 04/28/2026
Salary Minimum of SG-15: $59,787
Special Instructions to Applicant
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.
PLEASE NOTE : References will be contacted at the time of on-campus interviews.
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.
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/5537
Job Duties/Responsibilities
Job Duties/Responsibilities
Job Duty/Responsibility
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 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 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 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 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 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 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
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Application
Optional Documents
Canvass Letter
