NonCompetitive Administrative Assistant 2 Office of the Vice President for Finance and Operations

SUNY Cobleskill Ag & Tech • Cobleskill, NY • 3h ago

As part of this dynamic environment, the Administrative Assistant 2 plays a pivotal role in supporting the work of the Vice President for Finance and Operations (VPFO) and the broader Finance & Operations division. This position requires exceptional judgment, discretion, and organizational acumen to ensure the smooth functioning of one of the College's most critical administrative units.This position requires a high degree of judgment, confidentiality, organizational skill, and adaptability to support the work of the VPFO and the Finance & Operations division. The Administrative Assistant 2 serves as the first point of contact for the VPFO's office, ensuring efficient operations, clear communication, and professional customer service. Success in this role also depends on strong project management and problem-solving abilities, with the capacity to anticipate needs, coordinate complex tasks from initiation through completion, and respond resourcefully to shifting priorities.Duties and Responsibilities Serves as confidential assistant to the Vice President for Finance and Operations, exercising independent judgment and discretion while upholding strict confidentiality in all matters. Maintains awareness of initiatives, programs, changes, and challenges within the Finance and Operations division and the college as a whole, serving as a key resource for the VPFO. Manages daily operations of the VPFO's office, including phones, visitors, and mail, while screening and directing incoming correspondence and walk-ins appropriately. Reviews materials submitted to the VPFO for accuracy, completeness, content, and compliance with applicable policies and procedures. Prepares routine and sensitive correspondence, memos, and reports with a high level of attention to detail and professionalism. Acts as a liaison between the VPFO and internal/external stakeholders, including senior leadership, campus departments, vendors, and public agencies. Follows up with other offices and staff on behalf of the VPFO to ensure completion of assignments and information requests. Schedules and maintains the VPFO's calendar and meetings, prepares agendas and background materials, distributes documentation, and records/distributes accurate minutes. Provides excellent customer service in person, on the phone, and through email communications. Maintains orderly and confidential electronic and hard-copy files. Manages the VPFO office budget and procurement functions, including tracking expenditures, processing purchases, reconciling accounts, overseeing office supply/equipment needs, and flagging discrepancies. Arranges occasional travel for the VPFO, including processing travel requests and vouchers. Coordinates logistics for Finance & Operations events and divisional initiatives. Assesses office procedures and recommends more effective methods to improve service and efficiency. Collaborates with clerical staff across Cabinet offices, Facilities, ITS, and other administrative areas to coordinate support and share resources. Requirements: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.Preferred Qualifications A minimum of five years of clerical and/or administrative support experience. Demonstrated decision-making skills, sound judgment, and ability to maintain confidentiality. Records maintenance and organizational experience. * Strong oral and written communication

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