Program Aide

Position Details

Position Information

Budget Title
PROGRAM AIDE

Campus Title
Program Aide

School/Division
Academic Affairs, Division of

Department
International Programs

Staff Sub-Type
Staff & Administration

Salary Level
SG013

Salary Range
$51,857

Position Effort
Full-Time

If Part-Time, enter FTE:

Is this a temporary position?

If Temporary, enter End Date:

Position Summary

The Program Aide provides essential financial support and office management for the International Programs Office. This position ensures accurate record-keeping and coordinates accounts payable and receivable for both domestic and international payments. The Program Aide monitors office budgets, maintains account ledgers, and assists with partnership agreements.

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, and pre-Tax Flex Spending Accounts for 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, and 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

Administration

• Coordinate office support systems and processes for study abroad and international students and scholars, including online application processes, immigration compliance, digital filing systems, international and external reporting, budgeting, and accounts coordination.
• Assist in developing and updating office policies and procedures manuals for office processes.
• Oversee the management of the office’s OnBase filing system.
• Assist in designing office forms, providing recommendations on necessary content and data collection procedures in accordance with office, university, SUNY, and federal policies.
• Assist in preparing itineraries, arranging logistics and meetings for visits to the university by international delegations and partners.
• Support scholarship review processes using Horizons and DegreeWorks.
• Coordinate travel bookings for staff’s study abroad fairs and overseas site visits.
• Assist in the recruitment and selection process for new employees by reviewing applications.
• Prepare routine correspondence, travel expense reports and personnel forms for professional staff.
• Provide secretarial support to the director and professional staff, including arranging meetings, correspondence, minutes, making travel arrangements, completing personnel forms.
• Assist with special events such as international student orientation, study abroad fairs, graduation sash ceremony, etc.
• Manage Director’s calendar and appointments.

Accounts Management

• Manage office purchasing, coordinate accounts payable and receivable related to domestic and international payments.
• Process timely payments to other campus offices and off-campus agencies and vendors, through Cortland Auxiliary Services ( CAS ), NYS, Academic Travel Abroad ( ATA ), and liaison with the Business Office as instructed by director.
• Assist in compilation of reports to assist director in budgetary decisions and program advisors in development of program budgets.
• Assist director in monitoring all office expenditures, assessing whether they fall within established accounts.
• Confirm student and program fee reports with Student Accounts each semester for billing cycles.
• Maintain accurate record keeping of deposits and payments from over 30 CAS accounts, 7-8 NY state accounts, and ATA reconciling ledger.
• Maintain records for staff procurement cards and travel cards and assist with reconciliation paperwork and back up.
• Compile data and process differential transfers from CAS to ATA .
• Monitor office budgets and maintain account ledgers, to assure accuracy with the BI system.
• Process faculty and staff travel expense reports and reimbursements for overseas courses, meetings, and site visits.

Reporting

• Prepare student registration, enrollment and billing reports for SUNY Blue using IPO master registration list each semester using IPO’s Study Abroad Horizons databases.
• Coordinate reporting of office statistics for SUNY Cortland, SUNY System Administration, and external agencies, including the U.S. Department of State, the U.S. Department of Homeland Security, and the Institute of International Education.

Contracts and International Agreements

• Draft international partnership agreements based on university and SUNY guidelines.
• Coordinate issuance of contracts for faculty overseas course instructors and independent contractors.
• Develop and maintain a database of contracts and agreements and manage calendar of document renewals.

Supervision

• Supervise Office Assistant 2 and student assistants.
• Manage office workflow and set priorities in consultation with the director and assistant directors.
• Coordinate clerical staff’s professional development.
• Develop and provide training to office clerical and professional staff on office systems.

Functional and Supervisory Relationships

This position reports to the Director of International Programs.
This position supervises the Office Assistant 2 position and student assistants.

Required Qualifications

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

Appointment Options:

1. Permanent Competitive

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: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1, Office Assistant 3, or Administrative Assistant 2 title.

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. The qualifications are: Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Preferred Qualifications

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
S23165

Review Start Date

Open Until Filled
Yes

Quick Link for Direct Access to Posting
https://jobs.cortland.edu/postings/8842

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)
   
   
3. * If you qualify for this position through a NY HELPS non-competitive appointment type, please describe how you meet the following minimum requirement: Must possess 3 years of experience performing clerical, keyboarding or paraprofessional work in an office environment.
   
   (Open Ended Question)
   
   

Documents Needed to Apply
Required Documents

1. Curriculum Vitae or Resume

Optional Documents

1. Cover Letter