Administrative Assistant 1

Position Details

Position Information

Budget Title
ADMINISTRATIVE ASSISTANT 1

Campus Title
Administrative Assistant 1

School/Division
Academic Affairs, Division of

Department
Childhood/Early Childhood Education

Staff Sub-Type
Staff & Administration

Salary Level
SG011

Salary Range
$38,073 - $44,957

Position Effort
Full-Time

If Part-Time, enter FTE:

Is this a temporary position?
No

If Temporary, enter End Date:

Position Summary

Serves as the primary administrative support person for the Childhood/Early Childhood Education Department in the School of Education.

Major Responsibilities

Duties include but are not limited to:

Provide secretarial and administrative services to a large number of faculty members and the department chair. Critical tasks involve document generation and tracking related to course curriculum, department correspondence, department reports, as well as organizational tasks such as answering the telephone, making appointments and organizing the office.

Provide assistance with administrative tasks such as compiling information for the annual budget, reconciling procurement card for department budget, coordinating special exam requests, assisting in the completion of the department’s course schedule, assisting in contacting adjunct personnel for part-time teaching/supervision, processing appointment forms, assisting in supervision assignments for student teaching, arranging meetings, processing travel forms and maintaining an inventory of equipment.

Assist Chair with the orientation of new faculty. Prepare new faculty offices (order computers, phones, keys, name plates and special equipment as needed).

Attend department meetings and record minutes.

Screen incoming correspondence and draft responses or reply to inquiries for information dealing with the Early Childhood/Childhood Education program, Early Childhood/Special Education program and the Master of Science in Teaching Childhood Education program. Respond to applicants who wish to apply for adjunct teaching positions and to individuals who inquire about procedures, general questions about the department’s programs and to faculty regarding office matters.

Support department searches; submit vacancy announcements; organize files; arrange hotel accommodations; set up candidates’ on-campus interview schedules; submit reimbursements for candidates.

Support students’ inquiries about department programs, course offerings, schedules and registration procedures, including lifting necessary flags during registration.

Serve as the Department Chair’s designee to approve part-time and full-time faculty members’ monthly time sheets, book orders and final exams requests.

Process faculty CTE’s.

Maintain tracking information for Department Dispositions.

Track the submission of final grades.

Install office procedures to insure the efficient flow of work materials and to insure requests are met before deadlines.

Serve as the Webmaster for the Childhood/Early Childhood Education Department. Reply to requests concerning certification, programs available at SUNY Cortland, program requirements for undergraduate and graduate program, etc.

On an as-needed basis, provide office support to the School of Education Dean’s Office.

Functional and Supervisory Relationships

Required Qualifications

There are 2 ways to be eligible for this position:

1. Brand new to New York State employment- If you do not hold or have held any NYS Civil Service Administrative titles, then you would qualify for this position through a full-time, temporary appointment. You would have a 6 month to 1-year appointment duration, with the likely possibility of extension. We anticipate the position lasting through 2026 or until a new NYS Civil Service exam is offered for this title. Position is eligible for NYS health insurance, Vision/Dental insurance through CSEA union, NYS retirement, and paid time off; including holidays.

2. Current employee of New York State- To be appointed on a PERMANENT basis, you must be a qualified employee of New York State, currently serving in or having served in a clerical title such as an office assistant; allocated to Grade 6 or higher, for at least one year. Examples of qualifying titles can be found here: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

These positions are 18–24-month traineeships. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1 (equated to salary grade 8), you will automatically advance to Trainee 2 (salary grade 10). Upon satisfactory completion of the 6-12 month training as a Trainee 2 you will advance to the full level of this title without further examination, Administrative Assistant 1, salary grade 11. For more info. on advancing through traineeship, follow this link: https://www.cs.ny.gov/announarchive/announcements/38-701.cfm?live=false

18 – 24 month probationary period runs consistent with the traineeship duration.

Position is eligible for NYS health insurance, Vision/Dental insurance through CSEA union, NYS retirement, paid time off, including holidays.

Position also requires passing the NYS typing test, successfully typing at a rate of 30 words per minute with 96% accuracy. Test will be administered in our HR Office, if needed.

Questions on this can be sent to lorie.breed@cortland.edu

Preferred Qualifications

EEO Statement

The State University of New York College 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
S22109

Review Start Date
02/20/2023

Open Until Filled
Yes

Quick Link for Direct Access to Posting
https://jobs.cortland.edu/postings/7141

Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently employed by New York State?
   • Yes
   • No
2. * 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)
   
   

Documents Needed to Apply
Required Documents

1. Curriculum Vitae or Resume

Optional Documents

1. Cover Letter
2. Letters of Recommendation (Self-Submitted by Applicant)