Thu, Aug 16, 2018 — 12:33 pm
Secretary 2 Vacancy in Enrollment Management & Student Services
This position is the principal administrative support position in an office of 4 direct reports to the Vice President for Enrollment Management (EM) and Student Affairs (SA). The position is expected to increase and enhance the effectiveness of this core staff by establishing, maintaining, and coordinating the operations of the office and reception area while carrying out significant day-to-day administrative support activities central to accomplishing the work of the organization. The nature and variety of the activities include routine and often urgent communication with major internal and external stakeholders ( e.g. students, faculty, staff, families, business/community, and alumni). Additional activities involve the tracking and management of records and information in compliance with several continuously evolving federal and state statutes including FERPA, Clery, and Title IX. This position will be expected to conduct and complete a review of the records and office management practices upon hire, and will continue a review at three-year intervals. This position manages an extensive and complex calendar for the Assistant Vice President for Student Affairs, often coordinating across multiple departments and divisions, and is expected to utilize independent judgment to allow the AVP to remain responsive, visible, timely, and accessible to all audiences. Given the centralized nature of this position's support to the division of EMSA, there are also circumstances where the individual is expected to provide additional administrative support to the Vice President's office. Ultimately, this position serves as the primary and central communicator on behalf of the AVP for SA as well as AVP for EM, and the Compliance and Title IX leaders in the EMSA division. This requires a well-poised and diplomatic professional who is quickly able to gather clear information, identify central positions and operations which support solutions and responses, and quickly coordinate communication and dialogues that will facilitate decision-making processes which are thorough and well-grounded.
•Review incoming correspondence and reports to determine their significance. Make recommendations to manager or refer to appropriate person for reply. (i.e., read all incoming correspondence, reports, etc. Decide what information manager will need to respond. Refer very technical questions/reports to appropriate program staff requesting draft response, comments, etc. as appropriate. Set deadlines for response. Follow-up to see that appropriate information is being prepared and will be completed by deadline. When information is received, review it to insure that it is complete/covers all necessary points. If it does not, return to program for revision. Insure that response is revised appropriately by deadline. Then refer to manager for action.)
•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. (i.e., Research problem and gather all necessary information to answer questions raised. Decide which program staff must be consulted to verify information. Trace transactions as far back as necessary to insure that all collected information is accurate. Prepare response to correspondence and submit to manager for review.)
•Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff member for very technical information.
•Respond to questions concerning program, policy and procedure. Refer most complex technical questions to appropriate staff. (i.e., must have significant knowledge of program area to respond instantly to a variety of procedural and policy questions. In cases where more detailed answers are required or background-information is needed, research problems completely with program staff. If question is very technical and requires original interpretation of program area, refer phone call or visitor to correct program staff.)
•Monitor and track status of program activities.
•Prepare responses to letters concerning program, policies and procedures for own or supervisor's signature.
•Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insure that appropriate background material is attached.
•Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material and periodically purge obsolete material for storage in records center or for disposal.
•Schedule meetings and maintain calendar.
•Make travel arrangements and prepare travel vouchers.
•Arrange conferences; assemble and coordinate background materials for meetings and conferences. Attend such conferences and prepare a summary of the meeting's conclusions or agreed upon courses of action.
•Transmit instructions from supervisor to appropriate staff orally, in writing or electronically and follow up to see that instructions are followed and deadlines are met.
•Prepare reports using statistical and narrative information. This may require the use of a microcomputer/CRT and a variety of software packages in order to obtain necessary data. May analyze information and make recommendations.
Functional and Supervisory Relationships
This position is supervised directly by the Assistant Vice President for Student Affairs, the Assistant Vice President for Enrollment Management, the Title IX and College Compliance Officer and the Assistant to the Vice President for EMSA. The position supervises 1-2 student assistants to cover approximately 20 hours per week of supplemental office support.
Candidates must have permanent appointment in a Secretary 2 classified position or be reachable for appointment on the current NY State Civil Service eligible list, or be 70.1 transfer eligible for Secretary 2 full time – Brockport location.
Work is performed in a standard central office reception area. General conditions are appropriate for an executive level office environment. Temperatures and other conditions are within regular and appropriate ranges for climate and environmental noise and space. No exposure to hazardous materials is routinely to be expected.
How to Apply
Please submit your application, cover letter, resume and contact information for three professional references at www.brockportrecruit.org by December 29, 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 firstname.lastname@example.org.
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.