"Alerted.org

TITLE: Administrative Assistant 2

UNIT: CSEA Administrative

CLASS: Noncompetitive

SALARY: $59,787

DATE POSTED: 6/5/2025

POST UNTIL: 6/20/2025

POSITION DESCRIPTION

+ Provide administrative support to the Vice President for University Advancement and their direct reports. Assist broadly within the Division of Advancement.

+ Serve as a key point of contact, interacting independently with internal and external stakeholders including alumni, board members, employees, donors, and job candidates.

+ Manage financial transactions: process purchase requisitions and check requests, coordinate with vendors, track expenditures, and maintain records. Obtain required signatures and handle business reply postage accounts.

+ Coordinate all travel logistics for the Vice President, including preparing travel documents, booking arrangements, and tracking reimbursements in compliance with SUNY and NYS guidelines.

+ Draft, edit, and manage correspondence, ensuring clear and timely communication.

+ Handle sensitive information confidentially, especially related to estate planning, charitable gifts, and staffing.

+ Oversee projects such as donor recognition and event support. Proofread Advancement publications and materials including letters, invitations, and reports.

+ Plan and coordinate meetings for the Foundation Board of Directors, including distributing materials, maintaining official records, arranging logistics, and compiling annual reports.

+ Support Advancement team operations, serving as a central resource for procedures, events, and activities.

+ Collaborate with the President's Office staff on Advancement-related tasks and communications.

+ Organize staff meetings and retreats, schedule VP-level meetings, and take meeting notes as needed.

+ Train new staff and students on procedures and systems as required.

+ Participate in search committees and recruitment-related administrative tasks.

+ Supervise student employees or others working on Advancement projects, as needed.

DIVISION OF UNIVERSITY ADVANCEMENT

The Division of University Advancement oversees the SUNY Oneonta Foundation, the SUNY Oneonta Alumni Association, and a range of programs including Development & Fundraising, Donor Relations and Donor Communications, Advancement Data Base Management, Major Gifts, Gift Planning/Planned Giving, Corporate and Foundation Relations, Annual Giving, Alumni Engagement and Alumni Events.

The Division's primary goals are to increase philanthropic support for the University, strengthen alumni traditions and networks, and build long-term relationships to advance the mission of the University. Advancement staff members and leadership volunteers work with alumni, community members, parents, corporations, and foundations to secure charitable gifts and grants in support of scholarships, student experiential learning, faculty development and numerous other campus programs.

To learn more about the Division, please visit https://suny.oneonta.edu/division-university-advancement.

Job Requirements:

REQUIRED QUALIFICATIONS

The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 2, have held the permanent title of Administrative Assistant 2 in the past, or be eligible to transfer into the title.

OR

Possess a high school diploma or high school equivalency diploma; and three years of experience in administrative support* which includes the use of office software (e.g., email, word processing) and provision of customer service, business writing, and management of an office.

*Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience

The successful candidate must successfully pass the Keyboarding Performance Test. This requires the ability to type 30 words per minute with at least 96% accuracy.

PREFERRED QUALIFICATIONS

+ Demonstrable Microsoft Skills: Excel, Word, PowerPoint and Outlook.

+ Ability to work as a member of a team in the Division of University Advancement.

+ Organizational skills to manage several projects simultaneously.

+ Commitment to respecting confidentiality of information.

+ Experience setting and attending virtual meetings in Microsoft Teams and Zoom.

+ Demonstrated experience providing administrative support for non-profit organization board of directors' meetings, including taking minutes of meetings, preparing documents and coordinating meeting logistics.

+ Communication skills and experience proofreading reports and rosters.

+ Experience using or ability and willingness to learn a constituent relationship management software system and data base tools.

Additional Information:

This is a full-time, permanent position.

Employees who believe they are eligible to apply for this position under applicable Civil Service Laws and who are interested in applying for consideration for appointment to this position are required to file an appropriate notice of such interest by 6/20/2025.

Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test prior to appointment.

SUNY Oneonta values a diverse university community. Please visit our website on diversity at: https://suny.oneonta.edu/diversity. Moreover, the University is an Equal Opportunity/Affirmative Action employer. Women, persons of color, persons with disabilities, and protected veterans are encouraged to apply. "At SUNY Oneonta, we believe that diversity is an asset and a source of strength that energizes our collective growth and innovation." - President Alberto Cardelle."