Administrative Assistant 1
Cortland University
Position Details Position Information Budget Title ADMINISTRATIVE ASSISTANT 1 Campus Title Administrative Assistant 1 School/Division Academic Affairs, Division of Department Economics Staff Sub-Type Staff & Administration Salary Level SG011 Salary Range $40,391-$47,695 Salary Determination Starting salary rates are based on multiples factors which may include the position’s major responsibilities, the applicant’s background including education, work experience, and key competencies, the university’s strategic priorities, internal peer equity and external market analyses, applicable federal, state, and local laws and negotiated labor contracts. Position Effort Full-Time If Part-Time, enter FTE: Is this a temporary position? No If Temporary, enter End Date: Position Summary The administrative assistant for the Economics Department serves as the first line for welcoming students, assisting them paperwork, directing them to the correct office, answering their questions, and providing administrative support the Chair and other faculty within the department. The administrative assistant, who is a singularly dedicated member of the department, is essential to the functioning of the Economics department. The hours for this position are 8a.m.-4:30p.m. Monday-Friday.
Watch to learn more about careers at SUNY Cortland:
https://vimeo.com/1022543894 What makes SUNY Cortland a great place to work? • Our positions provide predictable salary progressions, and many offer permanency.
• Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.
• SUNY Cortland prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland’s Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor’s approval.
• Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.
• Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s offerings Major Responsibilities Clerical and Administrative Support Maintain coordination and flow of information including general correspondence, forms, inter-department communications and mail pick-up/distribution. Assist Chair with annual administrative tasks including scheduling-course creator, catalog review, faculty searches, Open House, Honors Convocation and generate reports. Order CTEs each semester and distribute to faculty for completion. When returned, type student comments for each class and distribute results to appropriate faculty and chair. Assist Chair with faculty searches by arranging interview schedule for initial interviews at AEA meetings using Doodle or other scheduling program, communicate via e-mail with selected candidates as necessary and compile applicant files for search committee. Assist with lodging and travel arrangements. Assist with on-campus interviews by arranging candidate’s itineraries with faculty, chair, Dean, Provost & arrange candidate’s presentation. Prepare and submit paperwork for reimbursement of travel expenses. Prepare new faculty offices by ordering computers, phones, keys, and equipment as needed. Compile faculty class schedules/office hours each semester and distribute to all faculty and Dean. Complete and submit appointment forms to Dean each year/semester for adjuncts prior to applicable semester/academic year. Order and maintain sufficient stock of office supplies and forms. Assist faculty with textbook ordering process; order desk copies as requested. Assist faculty with copier operations; submit work orders and key requests when needed. Provide information and assistance to staff including computer tech help, registration and advisement assistance, date and deadline reminders (grade submission, special exam requests, etc.), securing campus space for review sessions, and updating and maintaining the department SharePoint, calendar and sharedrive.
Communication Answer office phone and take messages as necessary. Greet, assist and direct visitors, as appropriate. Monitor department e-mails, faxes and voicemail messages. Assist in job ad preparation process. Secure meeting room; attend and take minutes during department meetings (usually once a month). Use Communicator to send fliers and miscellaneous information to our majors throughout the academic year. Use Room Reservation System to reserve meeting rooms, classrooms for review sessions, make-up exams, etc., as needed.
Budget and Procurement Monitor office budget and track spending. Utilize P-card consistent with purchasing guidelines to make purchases, prepare purchase orders, and process invoices.
Student Support Assign advisors upon receipt of new student files. Request files and assign advisors when students change majors into department. Track faculty’s advisee loads for even distribution of advisees. Maintain departmental files for active/inactive students, personnel and miscellaneous. Provide assistance to students during registration and drop/add with Banner overrides, degree audit interpretation, major requirements and assistance with processes. Direct student request forms such as course withdrawals, change of major, Degree Audit Exception, etc. to appropriate departments. Assist in awards presentation for Honors Convocation by submitting awards and winners, notifying award winners, requesting monetary award and producing certificates.
Supervise Student Employees & Work-Study Students Complete student hiring process through Student Employment for job listing and appointment of students working as tutors. Monitor hours worked and review/approve time record for payment via TAS system. Functional and Supervisory Relationships Department Chair Required Qualifications Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment. The selected candidate from either option listed above must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
1. Permanent Competitive Appointment Options:
Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.
Section 70.1 Transfer to Administrative Assistant 1, SG 11: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework through the NYS CSEA Partnership website.
Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website: https://nyscseapartnership.org/administrative-assistant-traineeship
Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary. $40,391 (Trainee 1- NS equated to SG-8) $45,081 (Trainee 2- NS equated to SG-10) $47,695 (Full Performance level SG-11)
2. Non-Competitive Appointment Option: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
At a future date (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE QUALIFICATIONS- To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position.This position may be designated 55 b/c and is subject to verification of applicant eligibility.
The qualifications are:
Administrative Assistant Trainee 1 (NS Salary Grade 8 $40,391):Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of all mandatory core coursework as a Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2 (NS Salary Grade 10 $45,081):One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of all mandatory and elective core coursework, you will advance to the full level of this title without further examination.
Administrative Assistant 1, Salary Grade 11 $47,695:Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. You must also complete all mandatory and elective core coursework.
Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.*The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. Preferred Qualifications About the University EEO Statement The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university. Job Close Date Posting Detail Information Posting Number S23303 Review Start Date 04/17/2025 Open Until Filled Yes Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/9982 Special Instructions Special Instructions to Applicant Special Instructions to Applicant Supplemental Questions
Watch to learn more about careers at SUNY Cortland:
https://vimeo.com/1022543894 What makes SUNY Cortland a great place to work? • Our positions provide predictable salary progressions, and many offer permanency.
• Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.
• SUNY Cortland prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland’s Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor’s approval.
• Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.
• Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s offerings Major Responsibilities Clerical and Administrative Support Maintain coordination and flow of information including general correspondence, forms, inter-department communications and mail pick-up/distribution. Assist Chair with annual administrative tasks including scheduling-course creator, catalog review, faculty searches, Open House, Honors Convocation and generate reports. Order CTEs each semester and distribute to faculty for completion. When returned, type student comments for each class and distribute results to appropriate faculty and chair. Assist Chair with faculty searches by arranging interview schedule for initial interviews at AEA meetings using Doodle or other scheduling program, communicate via e-mail with selected candidates as necessary and compile applicant files for search committee. Assist with lodging and travel arrangements. Assist with on-campus interviews by arranging candidate’s itineraries with faculty, chair, Dean, Provost & arrange candidate’s presentation. Prepare and submit paperwork for reimbursement of travel expenses. Prepare new faculty offices by ordering computers, phones, keys, and equipment as needed. Compile faculty class schedules/office hours each semester and distribute to all faculty and Dean. Complete and submit appointment forms to Dean each year/semester for adjuncts prior to applicable semester/academic year. Order and maintain sufficient stock of office supplies and forms. Assist faculty with textbook ordering process; order desk copies as requested. Assist faculty with copier operations; submit work orders and key requests when needed. Provide information and assistance to staff including computer tech help, registration and advisement assistance, date and deadline reminders (grade submission, special exam requests, etc.), securing campus space for review sessions, and updating and maintaining the department SharePoint, calendar and sharedrive.
Communication Answer office phone and take messages as necessary. Greet, assist and direct visitors, as appropriate. Monitor department e-mails, faxes and voicemail messages. Assist in job ad preparation process. Secure meeting room; attend and take minutes during department meetings (usually once a month). Use Communicator to send fliers and miscellaneous information to our majors throughout the academic year. Use Room Reservation System to reserve meeting rooms, classrooms for review sessions, make-up exams, etc., as needed.
Budget and Procurement Monitor office budget and track spending. Utilize P-card consistent with purchasing guidelines to make purchases, prepare purchase orders, and process invoices.
Student Support Assign advisors upon receipt of new student files. Request files and assign advisors when students change majors into department. Track faculty’s advisee loads for even distribution of advisees. Maintain departmental files for active/inactive students, personnel and miscellaneous. Provide assistance to students during registration and drop/add with Banner overrides, degree audit interpretation, major requirements and assistance with processes. Direct student request forms such as course withdrawals, change of major, Degree Audit Exception, etc. to appropriate departments. Assist in awards presentation for Honors Convocation by submitting awards and winners, notifying award winners, requesting monetary award and producing certificates.
Supervise Student Employees & Work-Study Students Complete student hiring process through Student Employment for job listing and appointment of students working as tutors. Monitor hours worked and review/approve time record for payment via TAS system. Functional and Supervisory Relationships Department Chair Required Qualifications Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment. The selected candidate from either option listed above must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
1. Permanent Competitive Appointment Options:
Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.
Section 70.1 Transfer to Administrative Assistant 1, SG 11: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework through the NYS CSEA Partnership website.
Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website: https://nyscseapartnership.org/administrative-assistant-traineeship
Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary. $40,391 (Trainee 1- NS equated to SG-8) $45,081 (Trainee 2- NS equated to SG-10) $47,695 (Full Performance level SG-11)
2. Non-Competitive Appointment Option: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
At a future date (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE QUALIFICATIONS- To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position.This position may be designated 55 b/c and is subject to verification of applicant eligibility.
The qualifications are:
Administrative Assistant Trainee 1 (NS Salary Grade 8 $40,391):Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of all mandatory core coursework as a Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2 (NS Salary Grade 10 $45,081):One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of all mandatory and elective core coursework, you will advance to the full level of this title without further examination.
Administrative Assistant 1, Salary Grade 11 $47,695:Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. You must also complete all mandatory and elective core coursework.
Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.*The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. Preferred Qualifications About the University EEO Statement The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university. Job Close Date Posting Detail Information Posting Number S23303 Review Start Date 04/17/2025 Open Until Filled Yes Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/9982 Special Instructions Special Instructions to Applicant Special Instructions to Applicant Supplemental Questions
Required fields are indicated with an asterisk (*).
* Are you currently employed by New York State? Yes No * If yes to the above, please identify the following: your agency name, your current title and salary grade, how long you've been in this title, and if you're currently serving probation.(Open Ended Question)
* If you qualify for this position through a NY HELPS non-competitive appointment type, please describe how you meet the following minimum requirement: at least six months experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.(Open Ended Question)
Documents Needed to Apply Required Documents Curriculum Vitae or Resume Cover Letter Optional Documents
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