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College at Brockport, SUNY
  • Position Number: 1547083
  • Location: Brockport, NY
  • Position Type: Secretary and Administrative Assistants


Secretary 1 - Undergraduate Admissions
Job no: 494360

Position Type: Secretarial / Clerical
Location: Brockport
Division/Equivalent: Enrollment Management & Student Affairs
School/Unit: Admissions Undergraduate
Categories: Secretarial/ Clerical



Undergraduate Admissions
Secretary 1, SG-11
Full-Time, Contingent / Permanent
Monday - Friday, 8 am to 4 pm
Line #: 00273

Salary: $41,130


To be an eligible candidate for this position you must meet all of the Minimum Qualifications listed below.

Position Summary:
Secretary 1 (Office Manager), Grade 11 in the Office of Undergraduate Admissions.

Essential Functions:

    Serves as secretary to the Director:
      Serves as the liaison for the Director in scheduling outside meetings, phone calls, and communication with other offices within the institution. Schedules and cancels meetings.
    Supervision of classified support staff:
      Supervises 6 support staff. Completes yearly evaluations (which also include creation and modification to performance programs), approves time records, conducts weekly classified staff meetings, ensures accuracy with letter generation and mailing, provides training and coaching when necessary.
    Responds to invitations for advisor travel to college fairs and conferences:
      Manages the master travel schedule that includes sending program invites to the appropriate advisor. Remits payment for Program/Conference responses.
    Processes purchase requisitions:
      Compiles, completes, and sends all purchase requisitions to Procurement and Payment within a viable time frame to complete purchases with exterior vendors. Assures that purchase requisitions are accurate with appropriate filing once complete.
    Monitors office budget
      Maintains the budget for the office, which includes the main state, IFR, work study, BASC, and any other auxiliary accounts. Keeps appropriate records of past purchases, appropriate filing of invoices and bills, manual tracking of all payments within an expense ledger which allows for accurate reconciliation, and completes expense reports for all travel related charges for advisors.
    Orders office supplies and material:
      Maintains current and up to date inventory on all essential office supplies and material. Assures that orders are completed properly approved vendors.
    Office procurement card (VISA):
      Acts as the primary card holder for the office VISA card (PCARD). Ensures all purchases adhere to the rules and regulations set forth from Procurement. Reconciles statements on a monthly basis, ensures payment is done in a timely manner prior to deadlines, ensures the card is used in an ethical manner as deemed by Procurement.
    Management of the day-to-day processing of UG Admissions:
      This includes daily downloads, application loads, credential processing, and training of new classified staff.

Minimum Qualifications:
Candidate must have permanent appointment in a Secretary 1 NY State classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service eligible list for Secretary 1, full-time - Brockport location.

For more information about NYS Civil Service exams go to www.cs.ny.gov.

To get email regarding upcoming civil service exams click the following once in the site:

    Job Seekers State Examinations Upcoming open-competitive examinations Email notifications (and also view list of upcoming exams)



Preferred Qualifications:

    Ability to multi-task and prioritize work Ability to perform at a high level with attention to detail and accuracy Ability to work with a culturally diverse population Good interpersonal and communication skills Comfort with technology and familiarity with Banner Proficient in using Word, Excel, Access Understanding of SUNY budgeting Prior supervision experience

How to apply:
Please submit your application, cover letter, resume and contact information for three professional references at jobs.brockport.edu by August 7, 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 info@goer.ny.gov.

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.



To apply, visit http://careers.pageuppeople.com/788/cw/en-us/job/494360/secretary-1-undergraduate-admissions





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