Position Information

NY HELPNo

AgencySUNY ESF

TitleAdministrative Assistant 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitNone listed

Salary RangeFrom $52589 to $52589 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Onondaga

Street Address 1 Forestry Drive

City Syracuse

StateNY

Zip Code13210

Job Specifics

Minimum Qualifications
Required Qualifications:
• Two years of satisfactory secretarial experience; OR Satisfactory completion of a two-year course in secretarial science from a business school registered with the NYS Education Department from a NYS Community College or technical institute recognized by the NYS Education Department as following acceptable practices; OR A satisfactory combination of education and experience.

Duties Description The Administrative Assistant 2 in the Office of the President provides administrative support to Executive-level positions in support of the President and members of her senior leadership team through direction of the Assistant to the President. The applicant is required to operate independently with minimal supervision based on knowledge of the office operations, policies and procedures and be able to coordinate and communicate tasks related to functions of the office.
Responsibilities include:
• Monitor activities within the Office of the President independently; including review and organization of incoming and outgoing correspondence. Gather data relevant to complex or unusual inquiries; make recommendations and/or draft responses.
• Make and process travel arrangements and reconcile expenses and reimbursements.
• Respond to inquiries concerning programs, policies and procedures as appropriate via telephone or in-person, which may include preparation of responses for own or supervisor’s signature.
• Design, set up and maintain office file system.
• Schedule and coordinate meetings, receptions, college-wide events, and conferences as needed. Assemble background materials as requested.
• Transmit instructions from Executives/senior leadership to appropriate staff and follow up to see that instructions are followed and deadlines are met.
• Develop, maintain and update office procedures manual.
• Answer phones, greet visitors, respond to questions and gather data for inquiries.
• Oversee purchasing and budgeting for various programs.
• Time management assistant to Executive/senior leadership.
• Maintain calendars and schedule meetings. These duties require continuous re-prioritization.
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions.
• Keep abreast of current procedures, regulations and on-going projects in order to interpret information and frequently supply oral and written responses to a number of individuals within the various units/divisions of the college.
• Capture minutes/action items at meetings as needed.
• Perform other miscellaneous duties as assigned.

Additional Comments Preferred Qualifications:
• Executive secretarial experience at the Vice President or President level.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook)
• Ability to establish effective working relationships with a variety of people at all levels of the organization.
• Ability to multi-task effectively in a fast-paced office.
• Create a welcoming and inclusive environment and maintain a high level of professionalism.
• Knowledge of proper grammatical usage, punctuation and spelling

Some positions may require additional credentials or a background check to verify your identity.

Contact Information

Name Human Resources Office

Telephone 315-470-6611

Fax 315-470-6653

Email Address jmomara@esf.edu

Address

Street 1 Forestry Drive

City Syracuse

State NY

Zip Code 13210

 

Notes on ApplyingEmployment application, resume, cover letter and references is required to be submitted on-line at www.esf.edu/hr