Non-Competitive Administrative Assistant 2 - Office of the Vice

About SUNY Cobleskill:

SUNY Ag &Tech at Cobleskill is a dynamic institution with a proud legacy of academic excellence, applied learning, and community engagement. As one of the premier agriculture colleges within the SUNY system, Cobleskill serves as a vital hub for innovation in agriculture, environmental sustainability, business, and technology?fields that are essential to the future of societal health.

SUNY Cobleskill is distinguished by its commitment to hands-on education, interdisciplinary collaboration, and inclusive leadership. With a student-centered approach and a faculty deeply engaged in scholarship and service, the College fosters a transformative learning environment where ideas flourish and individuals are empowered to lead with purpose. Our 902-acre campus includes working farms, state-of-the-art laboratories, and industry-grade facilities that support experiential learning and real-world problem solving.

The College is also home to the Institute for Rural Vitality, a nationally recognized model for regional development and public-private partnership. Through strategic initiatives that span economic empowerment, food systems innovation, and civic engagement, SUNY Cobleskill is redefining what it means to be a rural-serving institution in the 21st century.

Job Description:

As part of this dynamic environment, the Administrative Assistant 2 plays a pivotal role in supporting the work of the Vice President for Finance and Operations (VPFO) and the broader Finance & Operations division. This position requires exceptional judgment, discretion, and organizational acumen to ensure the smooth functioning of one of the College's most critical administrative units.

This position requires a high degree of judgment, confidentiality, organizational skill, and adaptability to support the work of the VPFO and the Finance & Operations division. The Administrative Assistant 2 serves as the first point of contact for the VPFO's office, ensuring efficient operations, clear communication, and professional customer service. Success in this role also depends on strong project management and problem-solving abilities, with the capacity to anticipate needs, coordinate complex tasks from initiation through completion, and respond resourcefully to shifting priorities.

Duties and Responsibilities

Serves as confidential assistant to the Vice President for Finance and Operations, exercising independent judgment and discretion while upholding strict confidentiality in all matters.

Maintains awareness of initiatives, programs, changes, and challenges within the Finance and Operations division and the college as a whole, serving as a key resource for the VPFO.

Manages daily operations of the VPFO's office, including phones, visitors, and mail, while screening and directing incoming correspondence and walk-ins appropriately.

Reviews materials submitted to the VPFO for accuracy, completeness, content, and compliance with applicable policies and procedures.

Prepares routine and sensitive correspondence, memos, and reports with a high level of attention to detail and professionalism.

Acts as a liaison between the VPFO and internal/external stakeholders, including senior leadership, campus departments, vendors, and public agencies.

Follows up with other offices and staff on behalf of the VPFO to ensure completion of assignments and information requests.

Schedules and maintains the VPFO's calendar and meetings, prepares agendas and background materials, distributes documentation, and records/distributes accurate minutes.

Provides excellent customer service in person, on the phone, and through email communications.

Maintains orderly and confidential electronic and hard-copy files.

Manages the VPFO office budget and procurement functions, including tracking expenditures, processing purchases, reconciling accounts, overseeing office supply/equipment needs, and flagging discrepancies.

Arranges occasional travel for the VPFO, including processing travel requests and vouchers.

Coordinates logistics for Finance & Operations events and divisional initiatives.

Assesses office procedures and recommends more effective methods to improve service and efficiency.

Collaborates with clerical staff across Cabinet offices, Facilities, ITS, and other administrative areas to coordinate support and share resources.

Requirements:

Minimum Qualifications

High school diploma or high school equivalency diploma; and three years of experience in administrative support**, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.

** Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Qualifications

A minimum of five years of clerical and/or administrative support experience.

Demonstrated decision-making skills, sound judgment, and ability to maintain confidentiality.

Records maintenance and organizational experience.

Strong oral and written communication skills, including proofreading and editing ability.

Ability to manage multiple priorities, work independently, and seek assistance when needed.

Commitment to professional customer service in all interactions.

Proficiency with Microsoft Office Suite and Outlook, including calendaring functions.

Experience coordinating meetings, preparing agendas, and recording/distributing minutes.

Experience reviewing materials for compliance with policies and procedures.

Ability to collaborate effectively with colleagues across the institution.

Additional Information:

The salary range for this position is $59,787 - $72,429 (SG-15).

This is a calendar year, at pleasure position.

This position offers full New York State benefits which are some of the most comprehensive in the country.

SUNY Cobleskill is committed to providing a safe and productive learning and living community for our students and employees. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Any offer of employment is contingent on the successful completion of the background check.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

SUNY Cobleskill is committed to fostering a diverse community of outstanding faculty, staff, and students, and ensuring equal educational and employment opportunity and access to services, programs and activities without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or any other legally protected status. Individuals with disabilities requiring accommodation during the hiring process should contact the Human Resources Office at .

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 Office of Employee Relations at or via email at .

SUNY Cobleskill's Tile IX Coordinator is Mary Elhakam, who can be contacted via phone at, email at, or mailing address of SUNY Cobleskill, Knapp Hall Room 143, Cobleskill, NY 12043.