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Administrative Assistant 1

Employer
SUNY Cortland
Location
Cortland, New York, United States
Salary
Salary Not Specified
Date posted
Feb 28, 2024

Job Details


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
$38,073 - $44,957

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 will support the Title IX Office and Director of Title IX and Affirmative Action Investigator on a half-time basis. This position will also provide support to the recruitment and benefits units in the Human Resources Office on a half-time basis. 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. Salary is $38,073 – $44,957 dependent upon clerical experience.

Generous benefits of working for New York State, including, but not limited to, the following:
Holiday & Paid Time Off:
-Thirteen (13) paid holidays annually.
-Thirteen (13) days of paid vacation leave (increases with years of service).
-Five (5) days of paid personal leave annually.
-Thirteen (13) days of paid sick leave annually.

Health Care Benefits:
-Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
-Family dental and vision benefits at no additional cost!
-Pre-Tax Flex Spending Accounts: Health Care and Dependent Care.

Additional Benefits:
-Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
- NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
-Paid Parental Leave for all employees.
-Public Service Loan Forgiveness ( PSLF ) https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
-Eligibility for various life insurance options.
-Tuition Assistance.
-Free access to our state of the art fitness center, the Student Life Center! https://www2.cortland.edu/offices/recreational-sports/Student-Life-Center/

Major Responsibilities

Title IX Office – 50%
· 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 with data entry for federal and state reporting requirements such as NY state 129B and the Clery Action. 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 for immediate safety risks for the Title IX Office.
· Assist in the coordination of trainings 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.
· Participate in regular training regarding safety to ensure the office safety protocols are regularly met and reviewed.
· Maintain highly confidential information related to information shared by students, faculty, and staff.
· Participate in ongoing professional development relevant to job responsibilities.
Human Resources Office – 50%
· Provide administrative support for professional, faculty and classified recruitment. Advertise positions, prepare and distribute vacancy announcements, update applicant and job statuses in the applicant tracking system ( ATS ), prepare recruitment reports, and capture hiring data for use in affirmative action plan preparation.
· Respond to questions regarding the use of the applicant tracking system.
· Reserve conference rooms for benefit and retirement orientation sessions and for our funding vehicles’ visits from TIAA, Fidelity, Corebridge, and Voya.
· Distribute benefit announcements on Communicator.
· Prepare and process benefit correspondence including enrollment, retirement and leave materials.
· In the absence of both the Administrative Assistant 2 and Office Assistant 1, answer routed phone calls and respond to voicemail messages.
· Take monthly staff meeting minutes in the absence of the Administrative Assistant 2.

Knowledge, Skills and Abilities (KSA’s) (These are not minimum qualifications, but KSA’s needed to successfully perform the responsibilities of the position. E.g. attention to detail)
· 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

Position reports to the Director of Title IX and Affirmative Action Investigator. Within Human Resources, receives functional supervision from the Senior HR Associate/Manager of Classified Staffing and works closely with Recruitment and Benefits staff.

Required Qualifications

Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.

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.

• $38,073 (Trainee 1- NS equated to SG-8)

• $42,493 (Trainee 2- NS equated to SG-10)

• $44,957 (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 maybe 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 this time, agencies may hire employees into temporary appointments. In May 2024, if the employee is satisfactorily performing, the appointment will be changed from temporary to permanent non-competitive and the official probationary period will begin.

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.
The qualifications are:
Administrative Assistant Trainee 1 (NS Salary Grade 8 $38,073):
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. 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.

Administrative Assistant Trainee 2 (NS Salary Grade 10 $42,493):
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. 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.

Administrative Assistant 1, Salary Grade 11 $44,957:
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. 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.

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.

Preferred Qualifications

EEO Statement

State University of New York College at Cortland is an 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. 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 their 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 (518) 474-6988 or via email at info@oer.ny.gov .

Job Close Date

Posting Detail Information

Posting Number
S23085

Review Start Date

Open Until Filled

Quick Link for Direct Access to Posting
https://jobs.cortland.edu/postings/8425

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. References


Company

SUNY Cortland

From your first steps on campus, you’ll feel the spirit of Cortland. It’s an energy that extends from the classroom to competition to the community.

SUNY Cortland stands out as one of New York’s top public universities — a medium-sized school that offers academic strength across 68 majors, a high quality of student life and a degree that pays back graduates.

Reputations in teacher education and health-related majors laid the foundation for exciting new programs related to business, natural sciences, the arts and specialized professional fields.

Our students, faculty and staff members are invested in the world around them. Whether it’s a class assignment, independent research or a passion project, Red Dragons look to make a difference.

With more than 1,400 employees, we are the leading employer in the City of Cortland and in Cortland County, and we’re also one of the most desirable places to work.

Job seekers will find competitive salaries, outstanding benefits and an invigorating work environment with full access to Cortland’s exceptional recreation and fitness facilities, library and other resources.

We offer full- and part-time employment in academic, administrative and staff positions, plus a wide range of employment opportunities for undergraduates and graduate students, including graduate assistantships.

Also offering employment opportunities on campus are two affiliated organizations, Cortland Auxiliary and the Research Foundation of SUNY.

Cortland Auxiliary is a private, not-for-profit organization that provides the SUNY Cortland community with food services and the Campus Store, to name a few. 

The Research Foundation for SUNY is a private, nonprofit educational corporation that administers externally funded contracts and grants that support research and discovery for and on behalf of SUNY Cortland. The Research Foundation offers professional, research, day care, tutoring and clerical employment opportunities.

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