Administrative Assistant 1, SG-11 - Center for Global Engagement & Office for Workforce Development

Vacancy Announcement

Position Information

Campus Title Administrative Assistant 1, SG-11 - Center for Global Engagement & Office for Workforce Development Department Center for Global Engagement Position Summary

HIGHLIGHTS

The Administrative Assistant for the Center for Global Engagement (CGE) and the Office for Workforce Development & Graduate Studies at SUNY Geneseo provides essential administrative and operational support for campus initiatives that advance workforce preparedness, global learning, and lifelong learning.

This position supports the daily operations of both offices and serves as a primary point of contact and liaison among students, faculty, staff, and external partners, including employers, community organizations, and international institutions.

The role supports international student and scholar onboarding and engagement and assists with workforce development and professional learning programs. Strong organizational skills, discretion, adaptability, and cultural competence are essential to managing multiple priorities and supporting an inclusive campus environment that promotes student success.

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 requirements listed above, applicants must be eligible to work in the United States without a visa sponsorship.

• 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:

• Excellent organizational, and written and oral communication skills.
• Exceptional attention to detail, accuracy, and deadlines.
• Experience working with people from different cultural backgrounds.
• Experience working with Banner, Microsoft Suite, and Google Suite.
• Experience in event planning
• Experience or basic knowledge of F and J visa regulations
• Experience working with health insurance

Posting Details

Posting Details

Posting Number C554 Number of Vacancies 1 Line # to be filled 01453 Full or Part-time Full-Time Appointment Type Contingent Permanent Job Posting Date 09/21/2026 Job Posting Closed Date 10/05/2026 Salary Dependent on level of hire, starting at $42,209* 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 on-campus 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. 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 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/5642

Job Duties/Responsibilities

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: Workforce Development Office Support

• Assist with the execution of new programming infrastructure as needed, such as creating forms for signature approval, storefront updates, and scheduling cross-division meetings.
• Assist coordinator with creating and maintaining records for professional development (i.e. CTLE, CPE, LMHC) compliance and certification.
• Maintain and update program websites as needed.
• Assist with the creation of the new Office for Workforce Innovation and Lifelong Learning including but not limited to the development of information management procedures.
• Assist staff with relevant benchmarking and procedural research.
• Assist with Summer and Intersession
• Prepare and distribute contract letters with accurate information including instructors' courses, dates, and salary information
• Prepare pro-rated or salary adjustment memos based on final course enrollment

Percentage Of Time 30% Job Duty/Responsibility

Function 2: International Student Tracking and Onboarding

• Maintain international student lists: Inbound student list and full student roster to track who has deposited, who needs I-20s, insurance registration, necessary banner record updates, and to notify multiple departments across campus of inbound international students during arrival.
• Coordinate new international student arrivals in August and January - schedule airport pickups and monitor the inbox, phone, Whatsapp during arrivals while other staff are driving to pick up students.
• Assist with preparing for international student orientation in fall /spring (scheduling rooms, catering, reserving 12-passenger van, inviting speakers)

Percentage Of Time 25% Job Duty/Responsibility

Function 3: Event Planning

• Coordinate CGE events for international students such as orientation, Social Security Administration office trip, tax and employment workshops, cultural events, etc. Make appointments, room reservations, car reservations, etc.
• Coordinate scheduling of Office for Workforce Development & Graduate Studies events, working with facilities and CAS to manage room reservations, facility requirements, and dining orders for all related programming.

Percentage Of Time 20% Job Duty/Responsibility

Function 4: Reception and Office Management

• Manage day-to-day operations for both the Center for Global Engagement (CGE) and the Office for Workforce Development, including general office reception, answering phones, emailing, and student and staff front office support.
• Provide student worker supervision and oversight.
• Provide scheduling and calendar management support for the Executive Director for CGE, Assistant Dean for Strategic Initiatives, Coordinator for Workforce Innovation and Lifelong Learning, Director for Integrative Learning, Director for the Teaching and Learning Center, and the Director for Digital Learning.

Percentage Of Time 15% Job Duty/Responsibility

Function 5: Travel, Purchasing, and Reconciliation

• Assist with budgets, costs, and maintain cost information and records.
• Reconcile State, IFR, P-Cards, Foundation, and Sponsored Research accounts.
• Coordinate with student accounts for payment tracking and transactions.
• Assist with travel requisitions for all staff.

Percentage Of Time 10%

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 experience working with people from different cultural backgrounds?

• Extensive

• Some

• No

• • Do you have experience or basic knowledge of F and J visa regulations?

• Experience with F and J visa regulations

• Basic knowledge of F and J visa regulations

• Neither

• • Do you have experience with event planning/execution?

• Yes

• No

• • Do you have experience working with health insurance?

• Yes

• No

• • What is your experience with using Microsoft Suite and Google Workspace?

• A lot of experience with Microsoft Suite

• Some experience with Microsoft Suite

• No experience with Microsoft Suite

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Canvass Letter