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Administrative Assistant

Company: Campus Auxiliary Services - SUNY Geneseo
Location: Geneseo
Posted on: June 24, 2022

Job Description:

Executive Administrative Assistant

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CAS SUNY Geneseo

Posted May 26, 2022

Employment Type Full-time, Exempt

Compensation Depends upon Skills and Experience

Company CAS SUNY Geneseo

Remote Work Type

Location 1 College Circle

Geneseo, NY 14454

US

DESCRIPTORS

WELCOME

We recognize and respect the amount of time you are about to invest by applying to this open position. If you complete this job application, you will be kept informed via email status updates (and text messages, if you opt in) throughout the evaluation process.By continuing with this job application, you will be asked to answer job-specific questions. Please note that the questions contained in this job posting are our sole intellectual property.Upon receipt of your responses, we will evaluate your submission. If selected for a personal interview, you will receive an email/text with scheduling instructions.Thank You,The Hiring ManagerSPECIAL NOTE: If you do not receive a confirmation e-mail within minutes of your job application submission, please check your email bulk or spam folders.

COMPANY DESCRIPTION

Campus Auxiliary Services, known as CAS, is a not-for-profit company dedicated to serving the SUNY Geneseo campus. We are passionate about Geneseo, the community, the college, and the individuals that make up the campus.

CAS provides several nonacademic services to the campus community. While mostly known for our dining program, we also provide fiscal agency services, catering, laundry,vending, ID, refuse and recycling, as well as a host of other services. We take care of the members of the campus community so that they can focus on why they are here: academics.

JOB DESCRIPTION

The Executive Administrative Assistant is responsible for the efficient operation of the CAS Executive Director's Office. Under minimal supervision, but in accordance with established policies and procedures, provides administrative services for the Executive Director's office. Anticipates, initiates, coordinates, and follows up on administrative activities and other special projects. Organizes, prepares, and reviews materials for presentation to the Board of Directors. This position has access to and regularly works with information of the most sensitive, highly confidential, strategic, and critical nature. The scope and complexity of this position is such that the Executive Administrative Assistant is regularly dealing with diverse matters which requires knowledge of the Executive Director's area of responsibility.

RESPONSIBILITIES

+ Receives, screens, redirects or responds to all manner of inquiries to the Executive Director including telephone calls and e-mail messages, and elicits necessary information to determine those requiring priority attention to allow for timely and accurate response/follow-up. Brings pertinent information to the attention of the Executive Director.

+ Anticipates the senior leaders needs and proactively brings together appropriate people and resources to support the executive in addressing issues

+ Acts as the Executive Directors representative and ambassador to external constituents by receiving and screening office visitors; providing information and answers to questions where judgment or knowledge is necessary -- exercises discretion in public contacts.

+ Manages Executive Directors calendar including coordinating meeting schedules, conference calls, and prioritizing business appointments. Includes having knowledge of executives activities and advising appropriate parties using discretion relating to sensitive, confidential or personal information.

+ Determines the optimum manner with which to organize the office; ensures general office appearance and upkeep presents an acceptable first impression for visitors, staff and students. Establishes, develops, and maintains the filing system for the office and retrieves information from files when needed.

+ Reconciles Executive Director spending by gathering credit card receipts, preparing documentation, and obtaining appropriate signatures.

+ Receives all incoming mail for the Executive Office and identifies items requiring priority attention.

+ Acts as a liaison and communicates/interacts on a daily basis with employees, campus administrators, faculty, staff and students as well as business associates of the corporation.

+ Facilitates contract processes by scheduling meetings and facilitating the transfer of documents between parties and legal teams.

+ Supports and upholds a working relationship with the Board of Directors. Performs related administrative duties for the Board of Directors to include: agendas, minutes and setting up annual training.

+ Schedules Board of Director and committee meetings. Prepares, assembles and distributes agendas and supporting documents to members, attends meetings, and takes and transcribes minutes for review and issuance. Maintains transcribed minutes and supporting documents as official records of the governing body.

+ Ensures that all required permits are current and that new permits are displayed per DOH requirements. Prepares documentation to be filed with the NYS Liquor Authority for Board; prepares submissions for NYS Liquor Authorities to renew licenses.

+ Works on retreats for the executive team as requested. Handles logistics and ensures spending is within budget.

+ Other duties as assigned.

QUALIFICATIONS

+ Associates degree with a minimum of 3 years related experience or a minimum of 5 years' experience in an administrative position.

+ Excellent interpersonal, writing, presentation and communications skills.

+ Demonstrates the ability to represent the standards of the corporation in all business dealings.

+ Must have knowledge of office administrative procedures, and knowledge of use and operation of standard office equipment.

+ Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

+ Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.

+ Scope of Decision Making: Decisions require basic/routine analytical judgment. Plan and perform diversified duties requiring knowledge of a particular field and the use of a wide range of procedures. Involves the exercise of judgment in the analysis of facts or conditions regarding individual problems or transactions to determine what action should be taken within the guidelines or standard practice.

+ Computer Skills: Advanced Microsoft Word, Intermediate PowerPoint, Intermediate Excel

+ Language Ability: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

+ Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages. Ability to apply concepts of basic mathematics.

+ Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

+ Physical Demands: The employee must occasionally lift and/or move up to 10 pounds. While performing the duties of this Job, the employee is regularly required to sit.

BENEFITS

+ Dental

+ Life Insurance

+ Medical

+ Vision

+ Meal Plan

+ 403(b) Retirement Plan with Company Match

+ Competitive Salary

+ PTO (Vacation, Holiday and Sick Time)

+ Personal Time

Keywords: Campus Auxiliary Services - SUNY Geneseo, Rochester , Administrative Assistant, Administration, Clerical , Geneseo, New York

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