Overview
Administrative Assistant Jobs in Birmingham, AL at SPM, LLC
Position Summary
HIGHLIGHTS
SUNY Geneseo is looking to hire an Administrative Assistant 2 for the School of Education (SOE).
As an Administrative Assistant 2 (AA2), you’ll provide administrative, executive, and strategic support to the Dean of the School of Education by overseeing day-to-day operations, personnel transactions, and strategic initiatives and priorities in this growing area of the college.
You will ensure the efficient operation of the School of Education by performing a wide range of administrative duties including resolving day-to-day operational problems, responding to phone calls, sorting paper and electronic mail, maintaining office supplies, supporting processes such as adding and dropping students from courses, overall office organization, and following up on faculty, staff, student, and community questions and needs. You will process SOE faculty and staff travel and national memberships, reconcile state and foundation accounts, and maintain a detailed budgetary report to be shared monthly with the SOE. You’ll provide logistical support for searches and help to onboard new adjuncts, lecturers, and faculty in the SOE. You’ll also recruit and oversee Work Study students.
As an AA2, you’ll perform duties at an advanced level in compliance with SOE and college policies and procedures, on behalf of the dean. These include working closely with the dean to prepare for and take minutes of SOE faculty/staff meetings, executive coordinating committee meetings, communications with program coordinators, standing committee chairs, and college stakeholder groups both on and off-campus. You’ll be responsible for internal communications (including weekly student newsletters), document organization, calendar management, and the master calendar. Your duties include overseeing and monitoring SOE listservs and weekly newsletters, including tracking and posting PK-12 hiring announcements. You’ll manage and update SOE webpages.
Your role includes logistical responsibility for the SOE graduation celebration, Shear Speaker Series, accreditor site visits, special events, and strategic initiatives. This includes communication with speakers, processing W-9s, securing travel and overnight accommodations, venue, CAS, CIT, parking reservations and marketing.
The AA2 regularly engages with faculty, staff, students, and the community, serving as the face of the SOE and the Office of the Dean in these engagements.
If you are not eligible by way of the Civil Service list or transfer, you may be eligible to be hired provisionally. You would need to meet the provisional eligibility minimum qualifications (below) and sit for the Administrative Assistant 2 exam when it is held. You will be expected to qualify for the competitive exam, scoring high enough to be reachable to achieve permanent appointment. If not, you will be removed from the position.
Required Qualifications
MINIMUM QUALIFICATIONS
Candidates must have permanent appointment in an Administrative Assistant 2, SG-15, classified position; or be reachable for appointment on the current NY State Civil Service canvass list for SUNY Geneseo’s area location for the Administrative Assistant 2, SG-15 position; or be transfer eligible.
or
For Provisional Appointment Eligibility: one year as an Administrative Assistant 1, SG-11
New York State Preferred Lists candidates have preference.
Preferred Qualifications
PREFERRED QUALIFICATIONS
Experience in a high-level higher-education administrative office or a similar setting where detail orientation, project management and independent judgment were required and technical skills and follow through were the norm.
Experience with office processes and technology systems used at SUNY Geneseo and proficiency in office tools including Word, Excel, and the Google Suite.
Experience supervising student workers.
Proven skills and expertise in interacting with a variety of stakeholders and working with people with diverse backgrounds.
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Title: Administrative Assistant
Company: SPM, LLC
Location: Birmingham, AL
