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Program Aide, SG-13 (IDS Network) 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 scheduling 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.

Vacancy Announcement

Position Information

Campus Title Program Aide, SG-13 (IDS Network)

Department Milne Library

Position Summary

HIGHLIGHTS

The Program Aide serves as a critical member of the IDS Network’s eight-member team, providing substantive program, financial, and analytical support to advance the mission of the IDS Network, a self-supporting resource-sharing community of approximately 120 nationwide public and private academic libraries, the New York Public Library, and the New York State Library.

In this role, you’ll ensure the accuracy and integrity of IDS Network’s licensing, membership, and related databases by applying data quality controls, developing and executing queries, producing reports and dashboards, and training stakeholders to access and interpret information for decision-making.

You will support the fiscal management of the IDS Network by assisting in the development, monitoring, and reconciliation of the annual budget. Responsibilities include preparing budget and expenditure reports, analyzing fiscal trends, ensuring compliance with institutional and state policies, and identifying and resolving discrepancies. You’ll also contribute to accounts receivable management by reviewing invoices for accuracy and compliance, monitoring outstanding balances, analyzing payment activity, and producing audit-ready financial documentation.

You will coordinate and evaluate the IDS Network’s annual conference and other community engagements. In collaboration with leadership, duties include defining objectives and outcomes, preparing the conference budget and agenda, analyzing vendor and venue proposals, monitoring compliance with contractual and accessibility requirements, and preparing post-event evaluations and recommendations based on participant feedback and financial performance.

In your role, you’ll collaborate with team members on strategic communications, marketing, and stakeholder engagement. Responsibilities include preparing reports on outreach effectiveness, analyzing website and repository usage data, and ensuring that online content meets accessibility and compliance standards.

**This posting is for reclassification purposes

Required Qualifications

MINIMUM QUALIFICATIONS

Candidates must have a permanent appointment in a Program Aide, SG-13, classified position; be reachable for appointment on the current NYS Civil Service canvass list for SUNY Geneseo’s area location for a Program Aide, SG-13 position; or be transfer eligible.

or

NY HELPS : Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Applicants must be eligible to work in the United States without a visa sponsorship.

Preferred Qualifications

PREFERRED QUALIFICATIONS

+ Bachelor’s degree in information science, business administration, public administration, marketing, or a related field

+ Proficiency with relational databases (e.g., MS SQL ) including query development, data validation, compliance monitoring, and report generation.

+ Familiarity with content management systems (such as LibGuides) and ability to evaluate and report on the effectiveness of online resources, ensuring compliance with accessibility standards ( WCAG ) and institutional policies.

Posting Details

Posting Details

Posting Number C511

Number of Vacancies 1

Line # to be filled 00191

Full or Part-time Full-Time

Appointment Type Permanent

Job Posting Date 10/02/2025

Job Posting Closed Date 10/19/2025

Salary Minimum of SG-13: $53,413

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 scheduling 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.

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/5378

Job Duties/Responsibilities

Job Duties/Responsibilities

Job Duty/Responsibility

Function 1: ALIAS Data Management

1. Data Oversight and Quality Control

+ Ensure the integrity of the licensing database by developing and applying data quality controls to validate entries for accuracy, completeness, and timeliness.

+ Establish and enforce standards for license types, statuses, renewal dates, and compliance information to ensure consistency across the database.

2. Data Analysis

+ Review licensing data to identify trends, inconsistencies, or errors and recommend corrective actions.

+ Compare database records with external source documents to ensure accuracy and compliance with program and regulatory requirements.

+ Generate analytical reports summarizing licensing activity, compliance rates, and usage trends for program managers and executive leadership.

3. Query Development and Advanced Reporting

+ Design and execute SQL queries to extract specialized data sets (e.g., licenses restricting interlibrary loan, contracts nearing renewal).

+ Apply advanced SQL techniques (joins, subqueries, aggregations) to conduct complex analyses and generate comprehensive reports.

+ Develop dashboards to visualize key metrics and support decision-making.

4. Licensing Compliance Monitoring

+ Cross-check licensing records against external databases, policies, and regulations to confirm compliance.

+ Document and flag potential non-compliance for review and resolution by leadership.

+ Maintain audit-ready records of compliance findings and corrective actions.

5. Database Enhancement and Performance

+ Monitor the database for integrity and performance issues and prepare reports on duplicate or obsolete records.

+ Recommend and implement structural improvements to enhance accuracy, accessibility, and reporting capabilities.

+ Oversee controlled cleanup processes as part of quality assurance protocols.

6. Collaboration and Program Support

+ Consult with program managers, the Executive Director, and other stakeholders to assess database requirements and align with organizational goals.

+ Communicate findings and recommendations from data analyses to staff and stakeholders, highlighting compliance risks and opportunities for process improvement.

7. Documentation and Training

+ Develop and maintain up-to-date documentation of database standards, workflows, and reporting processes.

+ Provide training to staff and member libraries on accessing, interpreting, and applying licensing data.

Percentage Of Time 20%

Job Duty/Responsibility

Function 2: Event Coordination and Management

1. Pre-Conference Coordination

+ Collaborate with program managers or directors to define conference objectives, target audiences, and measurable outcomes.

+ Conduct cost-benefit and accessibility analyses of potential venues and prepare recommendations for leadership.

+ Evaluate vendor proposals for services such as catering and audiovisual support; monitor compliance with fiscal and contractual requirements.

+ Develop and monitor the conference budget, ensuring adherence to organizational policies and state regulations.

+ Assess the effectiveness of promotional strategies by analyzing response and registration data; provide recommendations for improvement.

2. Logistics Evaluation and Oversight

+ Analyze lodging and transportation options for cost, accessibility, and risk; prepare recommendations to leadership.

+ Review and advise on the draft conference schedule to ensure alignment with objectives and balance of sessions.

+ Establish standards for conference materials and verify compliance with accessibility and branding requirements.

3. Stakeholder Coordination

+ Serve as a liaison between leadership, vendors, and participants by tracking issues and documenting resolutions.

+ Collect presenter requirements and ensure they are incorporated into conference planning documents.

+ Coordinate with internal departments (e.g., IT, facilities) by establishing service expectations and reporting outcomes.

4. Conference Monitoring and Compliance

+ Monitor on-site activities for adherence to health, safety, and accessibility standards.

+ Document incidents and issues in an event log, analyze causes, and prepare recommendations for future process improvements.

+ Track registration data and provide demographic and participation reports.

5. Post-Conference Evaluation

+ Collect and analyze attendee feedback through surveys and focus groups to measure event effectiveness.

+ Prepare post-conference reports, including financial analyses, key performance metrics, and recommendations for future planning.

+ Review vendor invoices for compliance and accuracy; document lessons learned to refine future procurement and planning.

6. Administrative and Strategic Oversight

+ Maintain a repository of evaluation data, budgets, and outcome reports to inform future planning.

+ Partner with supervisors to refine conference processes based on data and stakeholder feedback.

+ Prepare post-event summaries and communications that highlight outcomes and strategic recommendations.

Percentage Of Time 15%

Job Duty/Responsibility

Function 3: Marketing

1. Marketing Evaluation and Reporting

+ Assess the effectiveness of promotional strategies (e.g., brochures, social media, newsletters) by analyzing engagement data and preparing reports for leadership.

+ Evaluate website and digital communications for accessibility, user experience, and compliance with branding standards, providing recommendations for improvements.

+ Compile evidence of program milestones and success stories to inform strategic communications and external reporting.

2. Outreach and Stakeholder Engagement

+ Support relationship-building with participating libraries and stakeholders by providing data-driven insights into network engagement and trends.

+ Represent the IDS Network in presentations and webinars by preparing data summaries and impact reports to demonstrate value.

+ Monitor outcomes of outreach campaigns and provide leadership with evaluations and recommendations.

3. Campaign Analysis and Strategy

+ Track and analyze the effectiveness of outreach campaigns using tools such as Google Analytics or email campaign trackers.

+ Prepare evaluations of social media engagement and digital presence, recommending refinements to improve reach and ROI .

+ Conduct research on library network needs and peer initiatives to identify opportunities for increased impact.

4. Data and Market Research

+ Analyze user and stakeholder feedback to identify communication gaps and recommend improvements in messaging.

+ Prepare detailed reports summarizing engagement metrics, ROI , and stakeholder feedback for decision-making.

+ Develop case studies and evidence summaries that highlight the measurable benefits of the IDS Network.

5. Collaboration and Strategic Support

+ Partner with the IDS Administrative Team to ensure outreach aligns with organizational goals and program priorities.

+ Provide data and analysis to support grant proposals, funding opportunities, and strategic planning.

+ Ensure marketing and outreach efforts reflect technical developments and accurately represent the project’s impact.

6. Branding and Messaging Oversight

+ Monitor outreach materials for consistency with established branding and accessibility standards.

+ Evaluate testimonials and case studies for clarity, accuracy, and alignment with program objectives.

7. Administrative and Compliance Support

+ Monitor expenditures related to outreach and ensure compliance with budget allocations.

+ Maintain reporting systems that track contacts, leads, and engagement outcomes, ensuring accurate records for audits and program review.

Percentage Of Time 15%

Job Duty/Responsibility

Function 4: Budget Maintenance

1. Budget Tracking and Oversight

+ Monitor program budgets for accuracy and alignment with approved allocations.

+ Conduct regular variance analyses, flagging issues for review by management and preparing supporting documentation.

+ Maintain audit-ready budget records through documented quality controls rather than transactional entry.

2. Financial Reporting and Analysis

+ Prepare monthly, quarterly, and annual budget reports detailing financial performance, expenditures, and revenue forecasts.

+ Analyze trends in spending and revenue to provide insights into budgetary performance.

+ Draft recommendations for budget adjustments based on data analysis and unforeseen programmatic needs.

3. Budget Development Support

+ Assist the Executive Director in preparing annual budgets by compiling historical data and projecting future financial requirements.

+ Review and organize budget proposals from departments or programs, providing analyses to support leadership decision-making.

4. Compliance and Risk Monitoring

+ Monitor all budgetary activities for compliance with organizational policies, state regulations, and grant or funding requirements.

+ Investigate and document discrepancies, coordinating with relevant stakeholders to resolve them.

+ Maintain records of compliance checks and corrective actions for auditing purposes.

Percentage Of Time 15%

Job Duty/Responsibility

Function 5: Invoicing

1. Invoice Review and Compliance

+ Review invoices for accuracy and compliance, ensuring charges align with purchase orders, contracts, or agreements.

+ Monitor payment activity and track variances between invoices, agreements, and actual expenditures.

+ Investigate discrepancies, document findings, and recommend corrective actions in collaboration with leadership.

2. Member Account Oversight

+ Monitor and analyze member payment records to ensure compliance with established terms and timelines.

+ Communicate with libraries to address payment delays or disputes, documenting resolution processes and outcomes.

+ Identify payment trends and provide recommendations to strengthen invoicing and receivables processes.

3. Financial Reporting and Audit Readiness

+ Generate analytical reports on invoicing activity, including outstanding payments, compliance rates, and financial trends.

+ Prepare audit-ready documentation of invoicing processes and member payment histories.

+ Provide summaries and recommendations to leadership on invoicing performance and opportunities for process improvement.

Percentage Of Time 15%

Job Duty/Responsibility

Function 6: KnightScholar and IDS Website Management

1. Content Oversight and Quality Assurance

+ Ensure the accuracy, relevance, and timeliness of content on the KnightScholar repository and IDS Network website by applying content quality standards and conducting regular audits.

+ Establish and enforce organizational guidelines for repository and website content, ensuring compliance with branding, accessibility ( WCAG ), and policy requirements.

+ Evaluate repository and website content usage and provide recommendations to improve visibility and impact.

2. Technical Monitoring and Issue Tracking

+ Monitor website functionality to identify broken links, media errors, or system performance issues, and escalate findings to IT staff or web developers.

+ Maintain structured documentation of technical issues and resolutions to support continuous improvement.

+ Collaborate with IT and web development staff to ensure system updates meet user and compliance needs.

3. Data and Content Organization

+ Audit the structure of KnightScholar repository entries and website navigation for logical organization, metadata accuracy, and user accessibility.

+ Provide recommendations on taxonomy, tagging, and categorization to enhance discoverability of resources.

+ Maintain documentation of content organization standards and update as required.

4. Evaluation of Media and Design Assets

+ Review and assess the effectiveness of graphics, images, and videos used on websites, ensuring they meet accessibility, branding, and communication standards.

+ Coordinate with design or marketing staff to produce assets, providing specifications and evaluating outcomes for alignment with program goals.

5. User Engagement and Support

+ Analyze patterns in user feedback, inquiries, and repository usage to identify opportunities for improvement.

+ Develop training resources and documentation to guide member libraries and stakeholders in effectively using KnightScholar and the IDS website.

+ Report on user support trends and make recommendations for feature or process improvements.

6. Reporting and Analytics

+ Use analytics tools to monitor repository and website performance (e.g., traffic, downloads, engagement, user demographics).

+ Prepare reports and dashboards summarizing key metrics and trends for leadership and stakeholders.

+ Recommend strategies to enhance visibility, usability, and alignment with project objectives based on analytic findings.

7. Compliance and Policy Oversight

+ Monitor adherence to accessibility ( WCAG ) requirements and document compliance levels.

+ Verify repository submissions for copyright, intellectual property, and licensing compliance, flagging discrepancies for follow-up.

+ Maintain audit-ready documentation of compliance procedures and corrective actions.

Percentage Of Time 10%

Job Duty/Responsibility

Function 7: IDS Project Support

1. Project Monitoring and Coordination

+ Contribute to the development and evaluation of project plans by monitoring milestones and preparing progress reports.

+ Track initiatives across the IDS Network and provide data-driven updates to leadership and stakeholders.

+ Maintain project records by applying documentation standards in approved project management tools.

2. Data Management and Analysis

+ Collect, validate, and analyze data on user engagement, system performance, and program outcomes.

+ Prepare reports and dashboards to highlight trends, performance indicators, and areas for improvement.

+ Ensure compliance with data protection and security requirements through monitoring and documentation.

3. Communication and Stakeholder Support

+ Prepare written reports, newsletters, and data-informed updates for member libraries and stakeholders.

+ Respond to stakeholder inquiries by applying program knowledge and documented procedures.

+ Evaluate communication strategies for effectiveness and provide recommendations to leadership.

4. Outreach and Representation

+ Support IDS Network outreach by preparing data summaries and impact reports for conferences or public events.

+ Evaluate outreach activities and provide feedback on alignment with program goals and branding requirements.

+ Collaborate with staff to ensure communication materials meet accessibility and policy standards.

5. Budget Monitoring and Fiscal Support

+ Monitor project budgets for compliance with approved allocations and funding requirements.

+ Prepare budget summaries and variance analyses to support fiscal oversight.

+ Contribute financial data and analysis for grant applications and funding reports.

6. Documentation and Process Improvement

+ Develop and maintain SOPs for project processes to ensure efficiency, compliance, and consistency.

+ Identify workflow inefficiencies and propose evidence-based improvements.

+ Maintain a centralized repository of contracts, reports, and policy documents for accountability.

7. Collaboration and Program Support

+ Partner with the Administrative Team and external stakeholders to align activities with program objectives.

+ Contribute to special projects by conducting research, analyzing data, and preparing reports for leadership.

+ Monitor vendor or partner deliverables for compliance with service standards and report findings.

Percentage Of Time 10%

Supplemental Questions

Required fields are indicated with an asterisk (*).

+ * Do you have permanent appointment in a Program Aide, SG-13 title, are reachable on the NYS Civil Service Program Aide, SG-13 canvass list for SUNY Geneseo's area location, or are you eligible for appointment to the Program Aide, SG-13 title via transfer? Please note: NYS Preferred Lists candidates have preference.

+ Yes

+ No

+ Do you have a Bachelor's Degree?

+ Yes

+ No

+ Can you work nights and weekends on an occasional basis to support critical issues and project upgrades?

+ Yes

+ No

+ Do you have excellent written and verbal communication skills?

+ Yes

+ No

+ Do you have experience supporting a library consortium or other large, distributed organization?

+ Yes

+ No

+ Do you have experience with event planning/execution?

+ Yes

+ No

Applicant Documents

Required Documents

+ Resume

+ Cover Letter/Letter of Application

Optional Documents

+ Canvass Letter