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Administrative Assistant 1

Employer
SUNY Cortland
Location
Cortland, New York, United States
Salary
Salary Not Specified
Date posted
Jun 13, 2024

Job Details


Position Details

Position Information

Budget Title
ADMINISTRATIVE ASSISTANT 1

Campus Title
Administrative Assistant 1

School/Division
Academic Affairs, Division of

Department
Psychology

Staff Sub-Type
Staff & Administration

Salary Level
SG011

Salary Range
$39,215-$46,306

Position Effort
Full-Time

If Part-Time, enter FTE:

Is this a temporary position?

If Temporary, enter End Date:

Position Summary

This position provides valued support and assistance to the department’s educational and research mission.

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

Department Chair and Faculty Support
  • Manage department communications involving general correspondence forms, inter-department and administration communications, mail distribution, telephone communications, and student and parent concerns.
  • Assist department chair with administrative tasks.
  • Manage distribution and collection of degree conferral checklists.
  • Manage Course Teacher evaluations.
  • Assist department chairs and search committee chairs with faculty searches by managing lodging, travel arrangements, and travel reimbursement.
  • Order computers, phones, keys, nameplates, and special equipment as needed.
  • Compile faculty class schedules/office hours each semester.
  • Complete and submit to Dean appointment forms for adjunct faculty.
  • Submit work orders and key requests as needed.
  • Secure campus space via Event Management System.
  • Communicate with Student Registration and Records Services to create specialized course sections.
  • Organize and maintain departmental files including student files and records.
  • Order and maintain inventory of office supplies using Central Stores and Red Dragon Depot and P-card ordering.
  • Reconcile P-Card expenditures.
  • Monitor department budget via online processes.
  • Track faculty advisee workloads for even distribution by creating spreadsheets of student advisors/advisees.
  • Attend department meetings to record, transcribe, and distribute minutes.
  • Record and manage use of Old Main 132 (The Psychology Department front office and conference room).
  • Maintain the department’s bulletin boards in the Psychology hallway.
Data Collection and Computer Skills
  • Proficiency in Word Perfect, Word, and Excel.
Use of Banner
  • Run reports and create Excel spreadsheets as needed by faculty/chair; assign advisors, input overrides, etc.
  • Use of Room Reservation System (especially with scheduling the departmental conference room for use by other offices/departments).
  • Request and save electronic copies of syllabi for all courses.
Student Support
  • Create job postings for student workers.
  • Review and approve time records via TAS system for student workers.
  • Assign academic advisors to new students.
  • Request or send student files for change of majors to and from other departments.
  • Provide necessary Banner permissions for students during registration periods.
  • Aid students and faculty during registration and drop/add with Banner overrides.
  • Process student request forms such as course withdrawals, course exception, change of major, and so forth.
  • Send invitations and congratulatory letters to students and to Psi Chi and Honors Convocation recipients; order award gifts and create award certificates.
  • Create student email lists by majors. Send fliers and communication to psychology majors and minors throughout the academic year.
Functional and Supervisory Relationships

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.

• $39,215 (Trainee 1- NS equated to SG-8)

• $43,768 (Trainee 2- NS equated to SG-10)

• $46,306 (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 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 $39,215):
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 $43,768):
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 $46,306):
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

Ideal candidate will be friendly, motivated, and organized to work in a busy academic department with 300+ students, three minors and 14 full-time tenure/tenure-track faculty and 5-7 adjunct instructors.

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
S23133

Review Start Date

Open Until Filled

Quick Link for Direct Access to Posting
https://jobs.cortland.edu/postings/8711

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


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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