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Review Vacancy

Date Posted 06/13/18

Applications Due06/28/18

Vacancy ID54179

AgencySUNY Brockport

TitleSecretary 2 in EMSA

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $50547 to $50547 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Monroe

Street Address 350 New Campus Drive

City Brockport

StateNY

Zip Code14420

Minimum Qualifications 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. NY State Preferred List candidates have preference.

Occupational Qualifications:

High School - Secretarial Program
or
1 or 2 years college curriculum in Secretarial Science
or
1 year experience working as Secretary

This training and experience includes typing - proficiency and formatting at 50 WPM (usually 2 or 3 courses, 6-9 credits)

Office/Secretarial Procedures

Business Math/Accounting

Communications/Business English

NOTE: Occupational requirements are distinguished from minimum qualifications which address recruitment needs and the candidate field available for a title at a particular point in time. For current information on minimum qualifications contact
the Division of Staffing Services.

Preferred Qualification:

Associate Degree in Business

Excellent organizational skills with attention to detail

Budget experience


Duties Description Position Summary:

Provides principal administrative support in an office of 4 direct reports to the Vice President for Enrollment Management (EM) and Student Affairs (SA).  Increases and enhances the effectiveness of this core management staff; establishes, maintains, and coordinates the operations of the office and reception area; carries out significant day-to-day administrative support activities central to accomplishing the work of the organization. The nature and variety of the activities include routine and often urgent communications with major internal and external stakeholders (e.g. students, faculty, staff, families, business/community, and alumni).  Serves as the primary and central communicator on behalf of both AVPs and the Compliance and Title IX leaders in the EMSA division. 

Essential Functions:

Tracks and manages records and information in compliance with several continuously evolving federal and state statutes including FERPA, Clery, and Title IX.  Conducts and completes a review of the records and office management practices upon hire, and continues a review at three-year intervals to ensure records and business practices are compliant with appropriate laws and best practices regarding risk management and internal controls. 
Schedules meetings.
Manages an extensive and complex calendar for both Assistant Vice Presidents, the Title IX Coordinator and an Assistant to the Vice President. 
Coordinates calendars across multiple departments and divisions, and uses independent judgment to allow the AVPs to remain responsive, visible, timely, and accessible to all audiences.
Provides administrative support directly to the Vice President's office when needed.
Opens, reviews, sorts and distributes mail in accordance with staff assignments.
Reviews incoming correspondence and reports to determine their significance. Makes recommendations to managers or refers to appropriate person for reply. (i.e., reads all incoming correspondence, reports, etc. Decides what information managers will need to respond. Refers very technical questions/reports to appropriate program staff requesting draft response, comments, etc. as appropriate. Sets deadlines for response. Follows-up to see that appropriate information is being prepared to ensure completion by deadline. When information is received, reviews it to insure that it is complete/covers all necessary points. If it does not, returns it for revision. Insures that responses are revised appropriately by deadline. Then refers to manager for action.)
Gathers data relevant to complex or unusual inquiries in order to provide a basis for a reply or a decision and/or draft the reply. (i.e., Researches problems and gathers all necessary information to answer questions raised. Decides which program 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 manager for review.)
Answers the telephone, responds to questions concerning policy or procedures and refers calls to appropriate staff members for very technical information.
Responds to questions concerning programs, policies and procedures. Refers most complex technical questions to the appropriate staff. (i.e., Learns and maintains significant knowledge of program areas to respond instantly to a variety of procedural and policy questions. In cases where more detailed answers are required or background-information is needed, researches problems completely with the program staff. If questions are very technical and requires interpretation of the program area, refers phone calls or visitors to the correct program staff.)
Monitors and tracks status of program activities.
Prepares responses to letters concerning programs, policies and procedures for signature.
Reviews outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insures that the 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.
Makes travel arrangements and prepares travel vouchers.
Arranges conferences; assembles and coordinates background materials for meetings and conferences. Attends conferences and prepares a summary of the meeting's conclusions or agreed upon courses of action.
Transmits instructions from supervisors to appropriate 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. This may require the use of a microcomputer/CRT and a variety of software packages in order to obtain necessary data. Analyzes information and makes recommendations.

Preferred Qualifications:

A well-poised, warm, and diplomatic professional who quickly gathers clear information, identifies central positions and operations, which supports solutions and responses, and effectively coordinates communication and dialogues that facilitate decision-making processes, which are thorough and well grounded.

Additional Comments How to apply: Please submit your canvass letter by U.S. Mail and an application, cover letter, resume and contact information for three professional references at jobs.brockport.edu by June 28, 2018.

Employment at The College at Brockport is contingent upon the successful completion of a background check and final budgetary approval.

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

Name Gloria Lear

Telephone 585-395-5938

Fax

Email Address glear@brockport.edu

Address

Street 350 New Campus Drive

City Brockport

State NY

Zip Code 14420

 

Notes on ApplyingHow to apply:

Please submit your canvass letter by U.S. Mail and an application, cover letter, resume and contact information for three professional references at jobs.brockport.edu by June 28, 2018.



Employment at The College at Brockport is contingent upon the successful completion of a background check and final budgetary approval.

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