Position Type: Secretarial / Clerical Location: Brockport Division/Equivalent: Academic Affairs School/Unit: School of Arts and Sciences Categories: Classified, Secretarial/ Clerical
The School of Art and Sciences - Dean's Office Secretary 2 Full-Time, Contingent/Permanent Monday - Friday, 8:30 am to 4:30 pm Line: 00699
Eligible candidates must meet the minimum qualifications listed below.
Position Summary: The School of Arts and Sciences Dean's Office is seeking a Secretary 2. This person would report directly to the Dean providing administrative duties that would assist the Dean with the successful administration of 23 departments and 3 programs. In addition, this person would assist the Associate Dean and Assistant Dean as needed. Incumbent's responsibilities include, but are not limited to, serving as confidential administrative assistant in the Dean's Office, establishing office procedures geared toward an efficient workflow, resolving daily operational problems that may occur within the 23 departments and 3 programs, triaging phone calls, project management, and acting as the Dean's liaison among Brockport faculty, professional staff, and community constituents.
Essential Functions include:
Opens, reviews, sorts and distributes mail; reviews incoming correspondence and reports to determine significance. Makes recommendations to Dean or refers to appropriate person for reply. (i.e. reads all incoming correspondence and reports as appropriate. Sets deadlines for response. Follows-up to see that appropriate information is being prepared and will be completed by deadline. When information is received, reviews it to insure that it is complete/covers all necessary points. If it does not, returns to author for revision. Insures that response is revised appropriate by deadline. Then refer to Dean for action.) Gathers relevant data pertaining to complex or unusual inquiries in order to provide a basis for a reply or a decision (i.e., research problem and gather all necessary information to answer questions raised). Decides which faculty/staff must be consulted to verify information. Traces transactions as far back as necessary to insure that all collected information is accurate. Prepares response to correspondence and submits to Dean for review. Answers the telephone, responds to questions concerning policy or procedure, and refers calls to appropriate faculty/staff member for technical information. Responds to questions concerning programs, policies and procedures. Refers most complex technical questions to appropriate faculty/staff. (i.e., secretary must have significant knowledge of The College to respond instantly to a variety of procedural and policy questions. In cases where more detailed answers are required or background-information is needed, research problems completely with faculty/staff. Monitors and tracks status of Dean's activities, projects, and initiatives. Prepares responses to letters concerning Brockport policies and procedures for Dean's signature. Reviews outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insures that appropriate background material is attached. Designs, sets up and maintains files (including electronic) of correspondence/documents, codes and files material, searches for requested material and periodically purges obsolete materials for storage in records center or for disposal. Schedules meetings and maintains calendar. Creates and/or processes paperwork relating to personnel matters. Tracks multiple budgets (departments, Start-up, Recruitment, etc.). Makes travel arrangements and prepares travel vouchers. Works with departmental administrative assistants and procurement and payment coordinators to manage the acquisition of equipment and material. Arranges conferences and events; assembles and coordinates background materials for meetings and conferences. Attends such conferences and prepares a summary of the meeting's conclusions or agreed upon courses of action. Transmits instructions from Dean to appropriate faculty/staff orally, in writing, or electronically, and follows up to see that instructions are followed and deadlines are met. Prepares reports using statistical and narrative information. Based on personal observations of the need for procedural changes or modifications in the office, implements or suggests new or revised procedures. Develops, maintains and updates office procedure manuals. Reviews forms used by organizational units, suggests changes and drafts new forms. Orients faculty and staff to office and agency procedures.
Non-Essential Functions include:
Candidates must have permanent appointment in a Secretary 2 classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service canvass list for Secretary 2 - Brockport Location, Full-Time.
Associate's Degree or equivalent experience. 1-year experience in a secretarial position at The College at Brockport. Proficient in MS Office and software such as SMRT, Blackboard, Banner and PageUp.
How to apply: Please submit your application, cover letter, resume and contact information for three professional references, one being a current supervisor, at jobs.brockport.edu by October 25, 2019.
New York 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 via email at firstname.lastname@example.org.
Equal Employment Opportunity/Affirmative Action Employer/Diversity Statement We are part of an academic community committed to fostering integrity, civility, and justice. We affirm that the dignity of our Brockport community is protected when free speech, academic freedom and individual rights are expressed within a climate of civility and mutual respect. Striving to learn from each other, we value human diversity because it enriches our lives and it is fundamental to the College's commitment to teaching, learning, scholarship and service leading to student success.
The College at Brockport, State University of New York is an AA/EEO/ADA employer. The College actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the College.
Founded in 1835, The College at Brockport is a nationally recognized comprehensive public college focused on student success. We are proud of our academic quality and exceptional value. Our 464-acre campus has 67 buildings occupying about one-quarter of the campus, with rolling grassy fields and wooded land. Each year, The College at Brockport awards approximately 25 percent of all bachelor's degrees in the Rochester area, with many alumni staying in Rochester to work or attend graduate school. Our alumni serve in leadership roles in business, government, public safety, health care, the arts, sciences and education.