Administrative Assistant 1, SG11 (Traineeship Eligible)

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 [email protected].

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 [email protected].

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 [email protected] ([email protected]%[email protected]%3E) . Find out more about our Community Commitment to Diversity, Equity, and Inclusion! (

Background Investigation Statement

All applicants are subject to drug and criminal background checks. See our full Background Investigation Statement at

Clery Statement

Applicants interested in positions may access the Annual Security Report( ASR ) for the College at 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

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