Administrative Assistant 1
Cortland University
Position Details Position Information Budget Title Administrative Assistant 1 Campus Title Administrative Assistant 1 School/Division President's Office Department Title IX Office 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? If Temporary, enter End Date: Position Summary Serving as the principle administrative support person for the Title IX Office, this position supports the Title IX Office and Director of Title IX and Harassment and Discrimination Investigator. This position also provides support to the Recruitment Unit in the Human Resources Office. This position involves extensive contact with students, faculty, staff, student guardians and the public. The work location is in the Title IX Office, Miller Building, 3rd Floor. Hours are Monday – Friday, between 8am – 4:30pm.
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 Title IX Office – 25% Provide reception service for the Title IX Office including answering phones, taking messages, referring callers to appropriate sources, and making follow up calls as well as greeting walk-in clientele for Director of Title IX and Affirmative Action Investigator and Deputy Title IX Coordinator. Provide administrative support including scheduling appointments and meetings which includes walk-in requests and reoccurring meetings. Maintain general office files and inventory and prepare correspondence. Assist in preparing annual Title IX reports for state and federal requirements. Assist with any recruitment administrative responsibilities. Assist with prioritizing caseloads in handling serious cases in a timely manner and accessing immediate safety risks for the Title IX Office. Assist in the coordination of training including contract administration, payments, and scheduling. Prepare presentation materials for Title IX Office trainings, educational sessions, and programs. Assist in the coordination of events and programs on behalf of the Title IX Office. Assist with purchases/payments, process travel expenses, and manage a log of expenditures and credits for the office budget. Maintain highly confidential information related to information shared by students, faculty, and staff. Participate in ongoing professional development and trainings relevant to job responsibilities.
Human Resources Office – 75% Provide administrative support for all aspects of classified recruitment. Advertise positions, prepare and distribute vacancy announcements, update applicant and job statuses in the applicant tracking system (ATS), prepare recruitment reports, initiate reference checking into Skill Survey, record clearance codes for Civil Service positions, assist with ELMS, NYSTEP and SUNY HR Civil Service transactions, and capture hiring data for use in affirmative action plan preparation. Create and send classified staff separation acknowledgements for review and signature by Director of Employee Relations. Schedule classified staff benefit orientations, add appointments to the calendar, and confirm session details with the new employees and their supervisors. Create new employee benefit files. Respond to questions regarding the use of the applicant tracking system, as needed for all searches. Maintain and prepare the monthly recruitment report. Prepare Hire Right Workshop folders. Register employees to attend the Hire Right Recruitment Workshop, send confirmation correspondence, and input attendees into Biz Library, the learning management system. Prepare the faculty and professional staff campus interview Welcome Folders. Create various types of letters, including new hire and promotional offer letters and end probation letters. Support the classified staff performance management system including creating records for new probationary employees, communicating with supervisors regarding any/all evaluation paperwork, and updating the database as needed. Scan all classified staff performance programs and evaluations into OnBase. In the absence of both Administrative Assistant 2 and Office Assistant 2, answer routed phone calls and respond to voicemail messages as needed. Schedule onboarding orientations for classified and professional staff, including reserving rooms, scheduling speakers, and notifying employees and supervisors of the scheduled orientations. Support employee onboarding activities including preparing and distributing documents, tracking new hire progress in completing onboarding tasks, and coordinating onboarding events. Attend at least 3 events on campus per year. Serve on committees including search committees, as needed, and as applicable to role.
Knowledge, Skills and Abilities (KSA’s) Exceptional detail orientation and organizational skills Demonstrated knowledge of MS Office including Word, PowerPoint, and Excel Demonstrated ability to work independently and as part of a team Demonstrated ability to manage time effectively Effective oral and written communication skills Demonstrated interpersonal skills to work effectively with faculty, staff and students Demonstrated ability to solve problems Demonstrated knowledge of standard office procedures Functional and Supervisory Relationships 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 Knowledge, Skills & Abilities About the University A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields. 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 S23342 Review Start Date Open Until Filled Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/10184 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 Title IX Office – 25% Provide reception service for the Title IX Office including answering phones, taking messages, referring callers to appropriate sources, and making follow up calls as well as greeting walk-in clientele for Director of Title IX and Affirmative Action Investigator and Deputy Title IX Coordinator. Provide administrative support including scheduling appointments and meetings which includes walk-in requests and reoccurring meetings. Maintain general office files and inventory and prepare correspondence. Assist in preparing annual Title IX reports for state and federal requirements. Assist with any recruitment administrative responsibilities. Assist with prioritizing caseloads in handling serious cases in a timely manner and accessing immediate safety risks for the Title IX Office. Assist in the coordination of training including contract administration, payments, and scheduling. Prepare presentation materials for Title IX Office trainings, educational sessions, and programs. Assist in the coordination of events and programs on behalf of the Title IX Office. Assist with purchases/payments, process travel expenses, and manage a log of expenditures and credits for the office budget. Maintain highly confidential information related to information shared by students, faculty, and staff. Participate in ongoing professional development and trainings relevant to job responsibilities.
Human Resources Office – 75% Provide administrative support for all aspects of classified recruitment. Advertise positions, prepare and distribute vacancy announcements, update applicant and job statuses in the applicant tracking system (ATS), prepare recruitment reports, initiate reference checking into Skill Survey, record clearance codes for Civil Service positions, assist with ELMS, NYSTEP and SUNY HR Civil Service transactions, and capture hiring data for use in affirmative action plan preparation. Create and send classified staff separation acknowledgements for review and signature by Director of Employee Relations. Schedule classified staff benefit orientations, add appointments to the calendar, and confirm session details with the new employees and their supervisors. Create new employee benefit files. Respond to questions regarding the use of the applicant tracking system, as needed for all searches. Maintain and prepare the monthly recruitment report. Prepare Hire Right Workshop folders. Register employees to attend the Hire Right Recruitment Workshop, send confirmation correspondence, and input attendees into Biz Library, the learning management system. Prepare the faculty and professional staff campus interview Welcome Folders. Create various types of letters, including new hire and promotional offer letters and end probation letters. Support the classified staff performance management system including creating records for new probationary employees, communicating with supervisors regarding any/all evaluation paperwork, and updating the database as needed. Scan all classified staff performance programs and evaluations into OnBase. In the absence of both Administrative Assistant 2 and Office Assistant 2, answer routed phone calls and respond to voicemail messages as needed. Schedule onboarding orientations for classified and professional staff, including reserving rooms, scheduling speakers, and notifying employees and supervisors of the scheduled orientations. Support employee onboarding activities including preparing and distributing documents, tracking new hire progress in completing onboarding tasks, and coordinating onboarding events. Attend at least 3 events on campus per year. Serve on committees including search committees, as needed, and as applicable to role.
Knowledge, Skills and Abilities (KSA’s) Exceptional detail orientation and organizational skills Demonstrated knowledge of MS Office including Word, PowerPoint, and Excel Demonstrated ability to work independently and as part of a team Demonstrated ability to manage time effectively Effective oral and written communication skills Demonstrated interpersonal skills to work effectively with faculty, staff and students Demonstrated ability to solve problems Demonstrated knowledge of standard office procedures Functional and Supervisory Relationships 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 Knowledge, Skills & Abilities About the University A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields. 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 S23342 Review Start Date Open Until Filled Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/10184 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
Confirm your E-mail: Send Email
All Jobs from Cortland University