Secretary 1 - Public Administration - Rochester - Vacancy Announcement : The College at Brockport

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Secretary 1 - Public Administration - Rochester - Vacancy Announcement

The Department of Public Administration - Secretary 1 - Rochester Campus - Full-Time, Contingent Permanent - Monday - Friday, 8 am to 4 pm - Line # 00701

Position Summary:

Provide administrative support to the Chair and Associate Chair.

Essential Functions:

*Daily operation of the office such as open, review, sort and distribute the mail. Schedule meetings and maintain calendar. Make travel arrangements and prepare travel vouchers. Answer the telephone for the department, respond to questions concerning policy or procedures. Refer most complex technical questions to appropriate faculty or staff.

*Coordinates communication between the department chairperson, faculty, staff, students and the School. Review incoming correspondence and reports to determine their significance. Make recommendations to Chair and Associate Chair or refer to appropriate person for reply. Process correspondence to newly accepted students and Pi Alpha Alpha eligible students.

*Gather data relevant to complex or unusual inquiries in order to provide a basis for a reply or a decision and/or draft the reply. Prepares response to routine correspondence and submits to staff for review.

*Assists with scheduling and staffing of department events and meetings (preparing materials as needed, taking notes and preparing meeting minutes).

*Assist with record keeping for personnel management, course schedules, catalog updates and program tracking. Monitor and track status of program activities.

*Assists with budgets, purchasing supplies and equipment (including account tracking and Visa card payments to provide monthly summaries).

*Supports the department with assessment and accreditation.

*Supports the department with IPSED and New York City County Managers Association secretariat related functions.

*Respond to questions concerning program, policy and procedure. Refer most complex technical questions to appropriate staff.

*Maintain files to keep them in order and indexes the files for easy retrieval of information.

*Assists with updating the department’s website and other social media outlets, also assists with department’s newsletter.

*Trains student workers and Graduate Assistants as needed.

*Sensitively handles multiple phone lines, responds to questions concerning policy or procedures and refers calls to appropriate staff for technical information and clarification.

*Assists with developing, maintaining and updating office procedure manuals.

*Maintain files to keep them in order and indexes the files for easy retrieval of information.

Minimum Qualifications:

Candidate must have permanent appointment in a Secretary I classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service canvass list for Secretary 1 - Brockport location.

Preferred Qualifications:

*Proficient knowledge of Microsoft Office software.

*Ability to work with BANNER, BlackBoard, BI, Oracal, Machform, OU Campus website software.

*Demonstrated excellence in written and oral communication.

*Strong customer service orientation.

*Ability to multi-task and deal with shifting priorities.

*Ability to analyze and summarize information in both narrative and numerical form.

*Ability to produce letters, tables, and documents using an alphanumeric keyboard.

*Ability to design and maintain filing systems.

*Demonstrated ability to maintain confidentiality and record of personal integrity.

How to apply

Please submit your application, cover letter, resume and contact information for three professional references at by December 21, 2017.

Employment at The College at Brockport is contingent upon the successful completion of a background check and final budgetary approval.

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 at (518) 474-6988 or via email at

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.


Gloria Lear,

Human Resources

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