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Administrative Assistant 1, SG-11 (Registrar) Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

Please submit a cover letter, resume, and contact information for three professional references, including at least two past/current supervisors.

+ PLEASE NOTE: References will be contacted at the time of on-campus interviews.

If you received a canvass letter, you must respond to the canvass in ELMS, OR scan and upload your canvass letter, OR return your canvass letter by mail.

*If you are eligible for this position by way of the Administrative Assistant traineeship program, your salary will be that of the salary grade of your traineeship level.

This posting is for reclassification purposes.

Vacancy Announcement

Position Information

Campus Title Administrative Assistant 1, SG-11 (Registrar)

Department Office of the Registrar

Position Summary

HIGHLIGHTS

SUNY Geneseo is looking for a team member to join the Registrar’s Office as an Administrative Assistant 1, SG-11. We are looking for a supportive and dynamic individual to provide office support and maintain projects. Responsibilities include:

+ travel and procurement support

+ customer service and office administration

+ registration support

+ supervision of student assistants

This posting is for reclassification purposes.

Required Qualifications

MINIMUM QUALIFICATIONS

You must meet one of the following requirements:

Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11 (formerly Secretary 1, SG-11).

Administrative Assistant Trainee 1 Transfer Eligibility Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-06 or above).

Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 and successfully completed the four core administrative support courses.

Administrative Assistant 1 Transfer Eligibility Requirement: You must have one year of service in a clerical title (SG-09 or above) and successfully completed the four core administrative support courses and the four elective administrative support courses, as designated by the agency.

Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).

Civil Service Canvass Letter: You are reachable on the NYS Civil Service Administrative Assistant Trainee 1 canvass list and received a canvass letter (either mailed or via email). The level of traineeship that you would be hired at is dependent on completed mandatory and elective coursework.

NY HELPS : Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration OR Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

*If you are eligible for this position by way of the Administrative Assistant traineeship program, your salary will be that of the salary grade of your traineeship level.

Preferred Qualifications

PREFERRED QUALIFICATIONS

+ two or more years of relevant and successful experience in an academic department or college setting

+ experience working in Banner

Posting Details

Posting Details

Posting Number C498

Number of Vacancies 1

Line # to be filled 00162

Full or Part-time Full-Time

Appointment Type Permanent

Job Posting Date 07/14/2025

Job Posting Closed Date 07/28/2025

Salary Dependent on level of hire, starting at $40,391*

Special Instructions to Applicant

Please submit a cover letter, resume, and contact information for three professional references, including at least two past/current supervisors.

+ PLEASE NOTE : References will be contacted at the time of on-campus interviews.

If you received a canvass letter, you must respond to the canvass in ELMS , OR scan and upload your canvass letter, OR return your canvass letter by mail.

*If you are eligible for this position by way of the Administrative Assistant traineeship program, your salary will be that of the salary grade of your traineeship level.

This posting is for reclassification purposes.

About SUNY Geneseo

Mission Statement

We are a distinctive public liberal arts college that welcomes and inspires students to develop their knowledge and skills to build a better world. Our supportive, inclusive community is exceptional in cultivating creativity, engagement, and discovery. We find strength in diversity, joy in growth, and fulfillment in lifelong learning.

Vision

We will cultivate a distinctive, equity-centered, public honors college experience that propels learners to positively impact society.

Values

The Geneseo campus community is guided by our beliefs in and commitments to the following values:

+ Learning: Embracing high expectations for intellectual inquiry, critical thinking, scholarly exploration, and personal growth.

+ Creativity: Empowering a spirit of innovation that inspires intellectual curiosity, self-expression, and problem-solving.

+ Belonging: Welcoming a diverse campus community that supports and celebrates

different identities, promotes equity and inclusion, and respects the ideas and

contributions of each individual.

+ Civic Engagement: Encouraging active participation grounded in self-reflection,

empathy, and an ethical commitment to the common good of our local and global

communities.

+ Sustainability: Building a culture of well-being that integrates and applies principles of

environmental, social, and economic stewardship informed by an understanding of the

past and our obligations to the future.

Equal Employment Opportunity/Affirmative Action Employer

SUNY Geneseo is committed to fostering a diverse community of outstanding students, faculty, staff, and administration. We recruit, hire, train, and promote persons in all positions and ensure that all other personnel actions are conducted without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability, genetic information, or any other protected characteristic.

Applicants, students, employees, and other members of the College community (including vendors, visitors, and guests) are protected from illegal forms of harassment or retaliation based upon a protected characteristic.

To request accommodation or assistance for job-related duties or the employment application process, please contact the Office of Diversity and Equity at (585) 245-5020 or email [email protected] ([email protected]%[email protected]%3E) . Find out more about our Community Commitment to Diversity, Equity, and Inclusion! (https://www.youtube.com/watch?v=0E28zJDeYTU)

Background Investigation Statement

All applicants are subject to drug and criminal background checks. See our full Background Investigation Statement at http://www.geneseo.edu/hr/employment.

Clery Statement

Applicants interested in positions may access the Annual Security Report( ASR ) for the College at www.geneseo.edu/police. The ASR contains information on campus security policies and certain campus crime statistics. Crime statistics are reported in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Applicants may request a hard copy of the ASR by contacting the SUNY Geneseo University Police Department at 585-245-5651.

Quick Link for Postings https://jobs.geneseo.edu/postings/5302

Job Duties/Responsibilities

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: Customer Service

+ Independently answer questions and provide support via Registrar’s Office phone, email, and walk-up window; triage and prioritize requests requiring further assistance from office staff

+ Assist students, faculty, and staff in troubleshooting and looking up information in various systems (e.g., Degree Works, KnightWeb, Banner, etc.)

+ Process health certificates and sports verifications

+ Research and process requests for employment verifications through the National Student Clearinghouse and manually as necessary

+ Open and distribute incoming mail; send mailings

+ Correspond with academic departments to coordinate on outstanding transfer articulation questions

Percentage Of Time 30%

Job Duty/Responsibility

Function 2: Office Administration

+ Create, maintain, and enter information into spreadsheets and student information system; use technology applications (e.g., email, spreadsheets, word processors, student information system, etc.)

+ Work with Alumni Affairs to ensure College alumni and affiliates are appropriately and accurately marked as deceased in student information system

+ Work with Student Accounts and Financial Aid to update student residency status

+ Work with Student Accounts to maintain student SSNs in student information system

+ Review college Bulletin in Acalog for correct spelling and proper grammar

+ Review and proofread Registrar’s Office website, including Academic Calendar; improve site navigation and usability

+ Keep up-to-date with training on Adobe Sign

+ Cross-train on critical Registrar’s Office functions (e.g., transfer articulation processing, transcript issuance, non-matriculated student registration, LOA & withdrawal processing, etc.)

Percentage Of Time 25%

Job Duty/Responsibility

Function 3 : Registration Support

+ Work with Registrar to run missing prerequisite report prior to each semester; communicate with departments to coordinate student registration changes

+ Independently monitor and process all outgoing cross-registration requests, registering students for placeholder courses and downloading/uploading transcripts when coursework is completed

+ Independently monitor and process all incoming cross-registration and non-matriculated registration requests: create SIS accounts for students, verify prerequisite data, register students for classes, respond to all enrollment-related questions

+ Process all reverse transfer requests received via central SUNY system

+ Assist registrar in developing a process to admit and register students in dual enrollment programs

+ Coordinate with colleagues in Advising, Enrollment Management, Financial Aid, and Student Accounts on administrative withdrawal processing

+ Work with colleagues in Advising to ensure accurate and prompt deregistration of students following academic dismissal

+ Coordinate all student information system activity for LIVES program participants

Percentage Of Time 25%

Job Duty/Responsibility

Function 4: Finances

+ Maintain office supply stock (including transcript paper) and coordinate orders/distribute supplies

+ Reconcile office procurement card purchases in financial systems (including collecting and organizing invoices, completing and filing procurement paperwork)

+ Work with Travel office to complete, file, and reconcile all travel paperwork for office staff

Percentage Of Time 10%

Job Duty/Responsibility

Function 5: Supervision of Student Personnel

+ Post advertisement, interview, and complete hiring for all office student aides (typically 3-4 per semester)

+ Create schedule and sign off on timecards

+ Conduct training, assign work, and supervise assignments

Percentage Of Time 10%

Supplemental Questions

Required fields are indicated with an asterisk (*).

+ * Please select the minimum qualification requirement that you meet. Requirement descriptions can be found above under 'Minimum Qualifications'.

+ Reassignment Requirement

+ Administrative Assistant Trainee 1 Transfer Eligibility Requirement

+ Administrative Assistant Trainee 2 Transfer Eligibility Requirement

+ Administrative Assistant 1 Transfer Eligibility Requirement

+ Reinstatement Requirement

+ Civil Service Canvass Letter

+ NY HELPS

+ I do not meet any of the above requirement qualifications.

Applicant Documents

Required Documents

+ Resume

+ Cover Letter/Letter of Application

Optional Documents

+ Canvass Letter