Review Vacancy
TitleAdministrative Assistant 2
Occupational CategoryClerical, Secretarial, Office Aide
Salary RangeFrom $51558 to $51558 Annually
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 POSITION DESCRIPTION:
The Administrative Assistant 2 in the Office of the CFO and Vice President for Administration provides secretarial support to the CFO & Vice President for Administration 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 all activities within the CFO & VP of Administration’s Office independently; including organizing incoming correspondence, making and processing of travel arrangements and reconciliation of expenses and reimbursements, and maintain office filing system.
• Answer telephone calls, greet visitors, respond to questions, and gather data for inquiries.
• Maintain calendars and schedule meetings for CFO and VP for Administration and College Attorney.
• Oversee budgeting processes.
• Organize and serve as recording secretary at all Board of Trustee meetings and committee meetings in accordance with public meeting policies and regulations. Manage and plan logistics for all Board of Trustee events and meetings, including meeting materials, room reservations, travel, meals and hotel arrangements for Trustees. Maintain archival files for Board of Trustee records.
• Work with College Attorney to respond to time sensitive Freedom of Information Law Requests (FOIL).
• Gather required information, forms and details for completing Temporary Revocable Permit (TRP) for events held on campus.
• Maintain CFO and VP Administration and Board of Trustees web pages including College Policies Procedures and Administrative Updates.
• Manage and update Housing agreements in accordance with Division of Budget policy.
• Provide campus with Alcohol permits in compliance with NYS Liquor Authority and ESF Alcohol Policy.
• Maintain and manage office procurement card, purchases, supplies and property control records.
• Update and maintain Emergency Procedure Manual in coordination with other departments.
• Perform other miscellaneous duties as assigned.
Additional Comments
PREFERRED QUALIFICATIONS:
• Executive secretarial experience at the Vice 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.