Administrative Assistant 1

Budget Title ADMINISTRATIVE ASSISTANT 1 Campus Title Administrative Assistant 1 School/Division Academic Affairs, Division of Department Foundations and Social Advocacy 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? No If Temporary, enter End Date: Position Summary

Serves as the primary administrative support person for the Foundations and Social Advocacy Department in the School of Education.

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

Administrative Support and Reception

• Generate and track related to enrollment, course curriculum, department correspondence, department reports, as well as organizational tasks such as answering the telephone, responding to emails, and making appointments.

• Create and maintain files for newly admitted students; purge when necessary.

• Create and modify departmental forms and brochures.

• Maintain department budget and purchasing.

• 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, maintaining an inventory of equipment and ordering supplies when necessary.

• Attend department meetings and record minutes,

• Sort and distribute mail.

• Screen incoming correspondence and draft responses or reply to inquiries for information dealing with the Inclusive Childhood Education, Teaching Students with Disabilities, and Educational Leadership programs.

• 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 and submit reimbursements for candidates.

• Track the submission of final grades.

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

• Serve as the Webmaster for the Foundations and Social Advocacy Department.

• Provide office support to the School of Education Dean's Office on an as-needed basis.

Department Chair and Faculty Support

• Provide secretarial and administrative services to faculty members and the department chair.

• Assist chair with the orientation of new faculty.

• Prepare new faculty offices (order computers, phones, keys, name plates and special equipment as needed).

• Support chair and department coordinators with student registration, 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.

• Support faculty through the textbook requisition process.

Student Support

• Supervise and delegate tasks to work study and graduate assistants.

• Support students' inquiries about department programs, course offerings, schedules and registration procedures.

• Support Educational Leadership internship application process (e.g. prepare student folders for supervisors, support student registration, etc.).

• Assist Educational Leadership candidates with the procurement of NYSED certification through the TEACH website.

• Reply to requests concerning certification, programs available at SUNY Cortland, program requirements for undergraduate and graduate program, etc.

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 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 S23140 Review Start Date 06/04/2024 Open Until Filled Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/8732

Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant