Administrative Assistant 1, SG-11 (Chemistry & Pre-Health) Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

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

• 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.

Vacancy Announcement

Position Information

Campus Title Administrative Assistant 1, SG-11 (Chemistry & Pre-Health)

Department Chemistry

Position Summary

HIGHLIGHTS

SUNY Geneseo is seeking a full-time team member to provide administrative support to the Chemistry & Biochemistry Department and Pre-Med and Pre-Health Program. With responsibilities spanning faculty, student and department support, the position serves a vital role in ensuring the department’s operational efficiency and student-centered service. This position requires the ability to work independently and manage complex tasks while adapting to the multifaceted needs of the department and program. Experience working within an academic environment will be an added advantage.

In this role, your responsibilities will include:

• Managing and supporting daily operations of the department & pre-health program

• Responding to inquiries via in-person, email, or telephone.

• Working with students, faculty, and staff in student-facing administrative tasks

• Coordinating department and pre-health program and events

• Maintaining State and Foundation budgets

• Hiring student workers and managing student worker time sheets

• Managing travel paperwork for department faculty and staff

• Supporting the pre-med application process

  SCHEDULE :Monday-Friday 8:00am – 4:15pm

*During Intercession and Summer, this schedule is subject to change and may allow for remote work.

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.

In addition to meeting one of the above requirements, you must also meet the keyboarding requirement. Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.

*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

• Experience with Argos, Banner and KnightSource

• Demonstrated ability to prioritize and manage numerous unanticipated requests

  Posting Details

  Posting Details

  Posting Number C476

  Number of Vacancies 1

  Line # to be filled 00216

  Full or Part-time Full-Time

  Appointment Type Permanent

  Job Posting Date 02/10/2025

  Job Posting Closed Date 02/23/2025

  Salary Dependent on level of hire, starting at $39,215*

  Special Instructions to Applicant

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

• 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.

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.

NY State Executive Order 161

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Quick Link for Postings https://jobs.geneseo.edu/postings/5129

Job Duties/Responsibilities

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: Pre-Med and Pre-Health Program Support

• Manage Pre-Health letters, including gathering letter materials in online folders and drafting/sharing letters with Pre-Health committee members

• Serve as a primary contact for Pre-Health inquiries

• Coordinate with Pre-Health advisors to support events, communications, and programming.

• Maintain records of Pre-Health students and program outcomes

• Manage written materials, digital information sources, and mailing lists

  Percentage Of Time 45%

  Job Duty/Responsibility

Function 2: Chemistry and Biochemistry Office Management

• Maintain and order office supplies

• Track receipts, reconcile credit cards, and maintain purchase records

• Process requests for building access, including keys and swipe cards

• Complete reimbursement and purchase request forms for departmental and foundation funds

• Manage department records, such as course syllabi, instructional materials, and reports

  Percentage Of Time 20%

  Job Duty/Responsibility

Function 3: Student Employee Management

• Appoint and process employment forms for temporary service and work-study student employees

• Advertise job openings, manage applications, and communicate decisions to faculty

• Schedule work assignments and address payroll issues

  Percentage Of Time 10%

  Job Duty/Responsibility

Function 4: Department Chair, Pre-Health Advising, and Faculty Support

• Support the chair in schedule development and enrollment management

• Assign and reassign student advisors as needed

• Submit facility work orders

• Assist faculty in instructional copying, travel arrangements and documents, and ensure compliance with travel policies

  Percentage Of Time 10%

  Job Duty/Responsibility

Function 5: Communication Support for Chemistry & Biochemistry and Pre-Med and Pre-Health

• Maintain department and program Google Calendars

• Update web pages with events, faculty details, and news.

• Serve as the administrator for department and program email and social media accounts.

• Record and archive meeting minutes.

• Manage department and program records, including course syllabi and instructional materials.

• Communicate with Admissions about Pre-Health programming

  Percentage Of Time 10%

  Job Duty/Responsibility

Function 6: Reception and Student Support

• Answer phones, greet visitors, and provide general information or referrals

• Ensure a welcoming environment that promotes belonging among department and program faculty, staff, and students.

  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.

  Applicant Documents

  Required Documents

• Resume

• Cover Letter/Letter of Application

  Optional Documents

• Canvass Letter