Office Assistant 2 (Keyboarding) Part-Time Vacancy - College Senate: The College at Brockport

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Office Assistant 2 (Keyboarding) Part-Time Vacancy - College Senate

The College Senate Office Assistant 2 - Keyboarding Part-Time 21 hours/week Must work Mondays from 12:30 to 6:30 pm - other hours are flexible for the candidate and to be determined at offer. Contingent/Permanent Line 00125

Position Summary:

This is a part-time, 21 hours per week position

Provides clerical support to the College Senate President by organizing the office and creating and maintaining detailed files, records, databases and Website regarding the progress of legislation before the Senate and passed resolutions, and of all Senators, alternates and their committee affiliations. Prepares and disseminates meeting agendas, minutes and appropriate proposals. Prepares and forwards passed resolutions for administrative signatures and maintains files of all resolutions from 1965 to present. Prepares and conducts elections each spring semester. Handles all aspects of office, State, and BASC budgets. Responsible for all office duties including general, day-to-day tasks such as photocopying, telephone, filing, etc. Assists in coordinating SUNY plenary approximately every 8 years.

Essential Functions:


•Formats documents for distribution.

•Creates office files.

•Forwards documents to the appropriate College Senate standing committee chair.

•Tracks the progress of proposals submitted by faculty and staff for review and policymaking.

•Prepares and forwards passed resolutions for official signatures of College Senate President and College Presidents

•Logs outcomes.

•Distributes and posts to Web signed resolutions.

•Provides information upon request.

Meeting Preparation:

•Prepares weekly agenda.

•Sends minutes and legislation for review and vote of the Executive Committee and the College Senate.

•Prepares and maintains detailed group email lists.

Elections (Spring Semester):

•Prepares nomination petitions and ballots.

•Identifies qualified candidates.

•Generates electronic ballots to voting faculty.

•Receives votes and processes election tallies.

•Prepares reports and keeps records by year.

Record Keeping:

•Maintains office filing system, Website and databases.

•Maintains Senator Rosters, committee memberships, executive committee memberships and meeting times.

•Organizes and maintains all other documents and incoming information.

Website Management:

•Keeps Website and links up-to-date with current Senate information such as passed resolutions, bylaws updates, special announcements, meeting dates, Executive Committee, agenda and minutes, President's desk page, office hours and contact information, etc.

Reception Coordinator:

•Coordinates and make all arrangements for receptions or special meetings hosted by College Senate each semester.

SUNY-wide University Faculty Senate and three-day plenary meetings:

•Prepares travel paperwork for College Senate President and two campus University Faculty Senators for three yearly conferences.

•Coordinates and prepares the three-day conference when hosted by SUNY Brockport; which involves approximately 75-100 participants from all SUNY schools including the SUNY Chancellor, Vice Chancellor, SUNY Provost, Board of Trustees representatives and University Faculty Senate President, as well as our own campus administrators.

General Office Duties:

•Opens, distributes and responds to mail, logs in or refers daily incoming mail, emails and voice mail messages. Receives correspondence on a regular basis from College faculty, administrators and State education officials from Albany: Prepares and mails correspondence, announcements, elections, etc. in a timely manner, and meets all deadlines.

•Calendar: Sets up yearly Senate/Executive Committee meeting schedule, reserves rooms, posts to Web, distributes to all Senators, alternates and appropriate College leadership. Sets up individual meetings for Senate President, past-president and President-elect with College President. Telephone, fax, email, photocopying, filing, etc.

Minimum Qualifications:

One year as an Office Assistant 1; or one year of permanent service in clerical or keyboarding title allocated to Grade 5 or higher and Candidate must have permanent appointment in an Office Assistant 2 (Keyboarding) classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service eligible list for Office Assistant 2 (Keyboarding), part-time, Brockport location.

How to apply:

Please submit your application, cover letter, resume and contact information for three professional references at by March 9, 2018.

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.

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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