Administrative Assistant 1

Budget Title ADMINISTRATIVE ASSISTANT 1 Campus Title Administrative Assistant 1 School/Division Academic Affairs, Division of Department Health 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

Serve as the principle administrative support person for the academic Health Department. This position involves extensive contact with students, faculty, and staff.

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

Support of Teaching/Instruction

• Collect electronic syllabi for all courses by the end of the second week of classes each semester, file and maintain them electronically.

• Send electronic copies to SUNY Cortland faculty/staff when requested.

• Send copies to the off-campus requester when directed by the chair.

• Send requests for duplication of examinations, course outlines/syllabi, and other documents/handouts as requested by any full-time or part-time instructional staff member.

• Provide secretarial support for the department graduate coordinator, community health fieldwork coordinator, healthcare management fieldwork coordinator, school partnership coordinator, and human services coordinator; complete coordinator-related tasks in concert with other appropriate campus offices { e.g. Field Placement Office).

• Maintain oral comprehensive exams, results, and comprehensive exam databases.

• Respond to routine inquiries and generate appropriate correspondence.

Department Support

• Organize and maintain departmental files including student files and records.

• Organize and maintain computer-generated correspondence and departmental documents. Files and records should be backed up by electronic copies whenever possible.

• Work with the department chair to establish an organizational filing system for department shares drives.

• Answer telephone calls, greet callers, direct inquiries, and respond to student and parent questions in a supportive manner.

• Respond in written or verbal form to basic programmatic inquiries of new and prospective students.

• Maintain budget, prepare purchase requisitions for instructional supplies and equipment, maintain inventory of office supplies, ensure accuracy of charges to departmental accounts, and prepare monthly budget reports for the chair.

• Facilitate the accurate completion of personnel records and requisitions to Human Resources consistent with the recommended Academic Year Faculty Appointment/Obligation/Payroll Dates schedule that is issued annually.

• Assist all faculty with travel-related documents; prepare and forward travel request documents as requested by faculty.

• Assign academic advisors in consultation with the department chair, and as appropriate to major advisor protocol as established by the department.

• Distribute mail by a predetermined time set by the department chair.

• Maintain all of the office equipment and provide training for all new faculty in the use of all office equipment.

• Assist the department chair with the department course-building process as directed.

• Assist the department chair with assessment activities.

• Provide secretarial assistance to the department personnel committee (DPC) including making travel arrangements for candidates, arranging candidate campus schedules, assisting candidates in completing travel reimbursement and other forms, and keeping the DPC apprised of any updates or changes in policies and procedures related to the search, meal, and/or travel processes and restrictions.

• Take a proactive role as an administrative assistant during less active periods of the year (e.g. summer). Includes acting as department representative to students, parents, and other external inquiries during times when faculty, including the department chair, are away for research or other professional activities.

• Update departmental website collaboration with and as directed by the department chair.

• Transmit instructions from supervisor to appropriate staff orally, in writing or electronically, and follow-up to see that instructions are followed, and deadlines are met.

• Assist with the enrollment process for online courses and provide support for course registration.

Faculty Support

• Provide routine support for faculty correspondence, duplicating, and teaching support requests.

• Generate normal classroom handouts, exams, etc. as requested by faculty.

• Type (or prepare from drafts or documents sent by faculty) and proofread appropriate professional correspondence. Obtain appropriate signatures and send documents.

• Arrange the preparation and outfitting (e.g. telephone connection, computer, and supplies) for all new full-time and part-time faculty prior to their arrival on campus.

• Provide secretarial support for departmentally sponsored symposia, conferences, workshops, etc. after consultation with the department chair.

Professional Growth and Development

• Maintain and improve basic skills to meet the responsibilities of the position in a professional manner.

• Demonstrate initiative and willingness to expand beyond capabilities and skills considering new technologies and software.

• Participate in workshops as appropriate to obtain skills in web page management to maintain the department website.

Other

• Work in conjunction with building administration in maintenance of calendar, sending and facilitating work orders, assisting with room assignment/support, and fielding routine questions.

• Oversee student workers assigned to the Health Office. Includes hiring, providing appropriate training and assignments, tracking student's office hours, and communicating with students on work schedules and appropriate paperwork.

• Work with Community Health and Healthcare Management coordinators to set up affiliation agreements and certificates of insurance for field work placements.

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 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.

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 S23105 Review Start Date 04/01/2024 Open Until Filled Yes Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/8529

Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant