Administrative Assistant 2, SG-15

Vacancy Announcement

Position Information

Campus Title Administrative Assistant 2, SG-15 Department College Advancement Position Summary

HIGHLIGHTS

The College Advancement Administrative Assistant 2 plays an important role in advancing SUNY Geneseo's mission through alumni and donor engagement.

This position provides administrative, operational, and event support for College Advancement. Responsibilities include supporting senior advancement leaders, alumni and constituent events and programs, constituent data management, budget administration, and day-to-day office operations.

The Administrative Assistant 2 is a key point of connection for alumni, donors, volunteers, campus partners, and other external stakeholders. The successful candidate will be highly organized, customer-service oriented, and able to manage multiple priorities with professionalism, discretion, and strong attention to detail.

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 an Administrative Assistant 2, SG-15 title; or be transfer eligible.

or

For Provisional Appointment Eligibility: On or before the date of the examination, you must be a qualified employee of New York State and have had 45 days of permanent competitive, non-competitive NY HELPS*, or 55-b/55-c service as an Administrative Assistant 1, Administrative Assistant 1 (French Language), Administrative Assistant 1 (Russian Language), Administrative Assistant 1 (Spanish Language), Administrative Assistant Trainee 1, Administrative Assistant Trainee 1 (French Language), Administrative Assistant Trainee 1 (Russian Language), Administrative Assistant Trainee 1 (Spanish Language), Administrative Assistant Trainee 2, Administrative Assistant Trainee 2 (French Language), Administrative Assistant Trainee 2 (Russian Language), Administrative Assistant Trainee 2 (Spanish Language), Examination Composition Assistant, Law Department Document Specialist, Office Assistant 2-Keyboarding, Office Assistant 2-Keyboarding (Spanish Language), Secretary 1, or Secretary 1 (Spanish Language).

All applicants must be eligible to work in the United States without a visa sponsorship.

Preferred Qualifications

PREFERRED QUALIFICATIONS

• Proven ability to establish effective working relationships with a variety of people at all levels of an organization.
• Knowledge of office and institutional administrative practices and procedures.
• Experience using CRM software.

Posting Details

Posting Details

Posting Number C558 Number of Vacancies 1 Line # to be filled 00256 Full or Part-time Full-Time Appointment Type Permanent Job Posting Date 10/06/2026 Job Posting Closed Date 10/21/2026 Salary Minimum of SG-15: $62,477 Special Instructions to Applicant

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.

You'll be required to submit a cover letter, resume, and contact information for three professional references. References should include at least two past/current supervisors.

• NOTE: References will be contacted at the time of scheduling interviews.

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/5672

Job Duties/Responsibilities

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: Executive and Administrative Support for the AVPs

Provide high-level administrative support to the AVP of Alumni Engagement & Annual Giving and the AVP of Major Gifts & Strategic Initiatives.

Manage complex calendars, coordinate routine scheduling, arrange meetings, prepare meeting materials, distribute meeting invitations, and coordinate travel arrangements.

Process personnel transactions including appointments, renewals, promotions, and other employment-related changes.

Provide administrative support for searches and recruitment activities, working closely with Human Resources and search committee chairs.

Prepare agendas, take minutes, and coordinate follow-up actions for division and departmental meetings.

Establish and maintain effective working relationships with executive assistants and campus partners to facilitate communication and coordination across the division.

Percentage Of Time 30% Job Duty/Responsibility

Function 2: Alumni & Constituent Event Support

• Coordinate logistical support for alumni and constituent events.
• Build and maintain event registrations within CRM systems, monitor registrations, prepare registration materials, name tags, signage, and event giveaways, and assist with event communications.
• Coordinate event setup and on-site registration activities.
• Attend major alumni events, including Reunion, to support operational needs, registration management, and participant services.
• Prepare constituent profiles and participation reports to support event planning and follow-up activities.

Percentage Of Time 25% Job Duty/Responsibility

Function 3: Customer Service, CRM Administration, and Data Management

• Serve as the primary point of contact for alumni inquiries received through phone, email, voicemail, and mail.
• Provide responsive customer service and direct inquiries to appropriate staff as needed.
• Maintain accurate constituent records through CRM data entry and updates, including demographic, engagement, event participation, and contact information changes.
• Support Advancement Services with data integrity initiatives, reporting projects, and ongoing database maintenance activities.

Percentage Of Time 20% Job Duty/Responsibility

Function 4: Administrative Operations and Office Management

• Coordinate day-to-day office operations for College Advancement.
• Distribute incoming mail, maintain office filing systems, order supplies, coordinate vendor interactions, and support division-wide communications and mailings.
• Process purchasing transactions, prepare purchase requisitions, coordinate invoice processing, and assist with expense tracking.
• Monitor Google alerts and other information sources to identify alumni achievements and noteworthy updates for acknowledgment and inclusion in constituent records.

Percentage Of Time 15% Job Duty/Responsibility

Function 5: Budget and Financial Administrative Support

• Assist with divisional budget administration by processing expenditures, maintaining supporting documentation, tracking routine transactions, reconciling accounts, coordinating payment requests, and ensuring timely processing of invoices and reimbursements.

Percentage Of Time 5% Job Duty/Responsibility

Function 6: Board and Meeting Administrative Support

• Provide administrative support for SGAA Board related meetings by coordinating meeting logistics, preparing and distributing materials, managing meeting setup, supporting technology needs, recording meeting minutes, and assisting with post-meeting follow-up activities.
• Attend and provide support, as needed, at Foundation Board meetings.

Percentage Of Time 5%

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

• • SUNY Geneseo has a commitment to Diversity, and expects candidates to be committed to Diversity. Please comment on your commitment to Diversity.

(Open Ended Question)

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Canvass Letter