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Administrative Assistant 2

SUNY Cortland
Cortland, New York, United States
Salary Not Specified
Date posted
Apr 11, 2024

Job Details

Position Details

Position Information

Budget Title

Campus Title
Administrative Assistant 2

Finance and Management, Division of

Human Resources Office

Staff Sub-Type
Staff & Administration

Salary Level

Salary Range

Position Effort

If Part-Time, enter FTE:

Is this a temporary position?

If Temporary, enter End Date:

Position Summary

The Administrative Assistant 2 will serve as the principle administrative support to the Human Resources Office, notably the Associate Vice President for Human Resources and the Associate Director of HR, and other staff as needed. They will maintain files, budgets, calendars, schedule meetings and training, process travel reimbursement and appointment/continuing appointment forms for UUP employees and volunteers, and support employee onboarding and engagement programs.

Why Cortland?
Working closely with 14 colleagues in Human Resources and Payroll, the Administrative Assistant 2 is part of a dynamic team committed to attracting and retaining an engaged workforce that contributes to positive student experiences. In collaboration with campus partners, we foster and support a diverse environment, respecting the rich difference that each individual brings to the community.

Major Responsibilities

Administrative Support
  • Perform and/or coordinate administrative support activities for the Human Resources Office, the associate vice president for human resources, associate director of human resources and other staff as needed.
  • Administrative support includes, but is not limited to scheduling meetings, preparing materials for scheduled meetings, word-processing, taking meeting minutes, answering phones, and filing.
  • Maintain the electronic monthly HR Activity Calendar and ensure all staff are reminded to complete their tasks on a timely basis.
  • Maintain a spreadsheet of current HR and Payroll systems, users, and administrators.
  • Maintain and update HR and key campus contacts list.
  • Prepare immigration paperwork.
  • Process travel arrangements, paperwork, and reimbursements.
  • Respond to basic benefit questions as needed.
  • Troubleshoot and resolve problems and answer questions from applicants and employees on how to use the applicant tracking system.
  • Serve as a backup to the Office Assistant to greet visitors, answer phones, direct calls, process incoming/outgoing mail, check the HR email, and respond to voicemail, etc.
  • Supervise any assigned work study students.

Employee Onboarding and Engagement Programs
  • Provide administrative support for employee onboarding and engagement programs.
  • Duties may include reserving rooms, sending training announcements on Communicator, managing participant reservations, arranging for technology, processing vendor payments, coordinating catering needs, and attending programs as a representative of the HR Office.
  • Coordinate the onboarding of new HR and Payroll staff including ensuring technology is set up, orientations and meetings are scheduled, and administrative items are completed.
  • Serve as the HR classified staff lead for the Service Awards Ceremony to help plan and coordinate the event. Ensure campus community announcements, reservations, programs, award and gifts, catering, and entertainment needs are met and payments are processed.

Budget, Procurement and Contracts
  • Track spending to ensure expenditures do not exceed established budgets.
  • Utilize Pcard to make purchases, prepare purchase orders, and process invoices.
  • Track contract expiration dates.

  • Prepare and process UP3 forms and track all permanency and continuing appointment forms for the UUP employees consistent with the Policies of the Board of Trustees and SUNY System Administrations procedures.
  • Enter data into the SUNYHR system to process employee and volunteer appointments and reappointments.
  • Prepare and track all unclassified faculty and staff presidential offer and re-appointment letters consistent with the rules and regulations that accompany each appointment type.

File Maintenance
  • Ensure personnel files are created and maintained according to office procedures and compliance regulations.
  • Partner with other HR and Payroll administrative support staff to ensure all personnel files are correctly scanned into OnBase.
  • Maintain grievance, disciplinary, labor management, and other files as needed.
  • Attend at least 3 events on campus per year. One event will be directly related to Diversity, Equity, and Inclusion ( DEI ), and the other events can be determined by the employee including events such as lunch and learns, training and speaking events, performance events, sporting events, etc.
  • Serve on committees including search committees, as needed, and as applicable to role.
Functional and Supervisory Relationships
  • Reports to the Associate Vice President for Human Resources
  • Works closely with the Associate Director of Human Resources
  • Supervises the work-study student
Required Qualifications

Appointment to this position could be a permanent competitive appointment or a provisional 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 list for this title, you will receive a canvass letter via email. You must record your response via and follow instructions in the canvass email.
70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Program Aide, Library Clerk 3, Office Assistant 3, OA 3 Calculations, OA 3 Human Resources, or Administrative Assistant 2.

2. Provisional Appointment : Appointment is contingent upon taking the next Administrative Assistant 2 exam when it is offered and scoring high enough to be immediately reachable. Must meet the exam eligibility requirements, which state:
“On or before the date of the examination, the candidate must be a qualified employee of NYS and have had three months of permanent competitive or 55-b/55-c service as an Office Assistant 2 Keyboarding or Administrative Assistant 1.”

Preferred Qualifications
  • Demonstrated ability to manage time effectively
  • Effective oral, written and presentation skills
  • Demonstrated knowledge of Microsoft Word, Excel and PowerPoint
  • Demonstrated interpersonal skills to work effectively with faculty, staff and students
  • Demonstrated ability to solve problems and organize work
  • Demonstrated attention to detail
  • Demonstrated knowledge of standard office procedures
  • Demonstrated ability to maintain confidentiality
  • Three years of experience in administrative support which includes use of office software such as Excel, Outlook, PowerPoint and WORD
  • Customer service and business writing experience
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

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Open Until Filled

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Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you a New York State employee?
    • Yes
    • No
  2. * Please describe how you meet the minimum qualifications.

    (Open Ended Question)

Documents Needed to Apply
Required Documents
  1. Curriculum Vitae or Resume
  2. Cover Letter
Optional Documents
  1. Professional References Contact Info. ONLY (minimum of 3)


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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