Job Information
SUNY Cortland Administrative Assistant 1 in Cortland, New York
Position Summary:
This position serves as the administrative assistant for the Clark Center for Global Engagement, the inter-disciplinary International Studies major and minor, Honors Program, PkP, and the Center for Gender and Intercultural Studies. The individual in this position would deal with logistics of event organization, aspects related to students’ majors (International Studies and Honors), budgets, website updating and maintenance, and other responsibilities. The schedule for this position is Monday-Friday from 8am-4pm with a 30 minute lunch from 12-12:30.
Major Responsibilities:
Job Duties for Clark Center/International Studies/ CGIS / PKP /Honors
Telephone/Office Reception
Organize/Follow up on various tasks (duplication, calendar, mail, distribution of memos).
Order supplies and maintain office.
Supervise work study students and assign tasks as needed.
Assist with logistics for conferences, visitors, events, Erasmus+ partnerships, and travel (i.e. room reservations, payments, refreshments, hotel reservations, transportation reimbursements etc.).
Manage all different aspects of budget accounts prepare paperwork for payments and reimbursements, track expenditures, and prepare budget updates.
Make purchases and payments to vendors as instructed by the directors/coordinators, in accordance with the NY State and campus rules.
Schedule meetings, attend and take minutes of Clark Center Council meetings, and distribute meeting minutes.
Maintain files for students in Honors Program and International Studies.
Update and maintain websites as instructed by directors/coordinators.
Remind directors about specific fiscal year deadlines regarding the use of the accounts.
Promote events as instructed by directors/coordinators to the entire campus and specific lists.
Mail posters of events to the lists of faculty and staff members and place them near the office as instructed.
Conduct general administrative tasks as they occur during the academic year (e.g.: order supplies, business cards, letterhead pages etc.).
International Studies
Process Banner reports on IST Majors and minors as needed by coordinator.
Lift permission flags as needed by IST majors and minors.
Assist with materials for academic programs such as for Open House ( IST Yellow Book, IST 1page description, etc.).
Assist International Studies Coordinator with scheduling classes in Course Creator. Send email announcements to IST majors and minors.
Help organize the International Studies Faculty Advisory meetings as instructed by the coordinator.
Print and mail IST recruitment documents to students accepted at SUNY Cortland who show interest in International Studies.
Honors
Assist in arranging Honors Program course offering; coordinate with Registrar’s Office and Honors Program Director; Lift permission of instructor flags as appropriate.
Assist Honors Program Director and Admissions Office with admission of new students into the Honors Program and acceptance of internal transfers.
Communicate any changes in the Honors Program roster to relevant parties in the University including the Registrar’s Office, Financial Aid, Advisement and Transition and Residence Life. Maintain distribution list of all Honors Students; distribute email announcements to students in the program on behalf of the Director.
Receive and file Honors Program related student forms.
PkP
- Assist coordinator with the identification of eligible students.
Required Qualifications:
Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment. The selected candidate from either option listed above 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.
- 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)
- 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.
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. Upon satisfactory completion of all mandatory core coursework as a Trainee 1, you will automatically advance to Trainee 2.
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. Upon satisfactory completion of all mandatory and elective core coursework, you will advance to the full level of this title without further examination.
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. You must also complete all mandatory and elective core coursework.
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:
Working with State and SUNY Cortland Foundation budgets
Demonstrated knowledge of Microsoft Office including Word, PowerPoint, and Excel
Website dotCMS Skills