Position Information

NY HELPYes

AgencySUNY Cortland

TitleAdministrative Assistant 1, SG 11 History

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $47695 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? Yes

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? No

Location

County Cortland

Street Address Graham Ave

City Cortland

StateNY

Zip Code13045

Job Specifics

Duties Description Summary:
The administrative assistant for the History Department serves as the first line for welcoming students, assisting them with paperwork, directing them to the correct office, answering their questions, and providing administrative support to the chair and other faculty within the department. The schedule for this position is 8:00 a.m. to 4:30 p.m., Monday through Friday, in the Old Main building.

Watch to learn more:
https://vimeo.com/1022543894

Major Responsibilities:
Front Desk and Administrative Support
• Maintain coordination and flow of information including general correspondence, forms, inter-department communications and mail pick-up/distribution.
• Answer office phone and take messages as necessary. Greet, assist and direct visitors, as appropriate.
• Monitor department e-mails, faxes and voicemail messages.
• Secure meeting room; attend and take minutes during department meetings.
• Use Communicator to send fliers and miscellaneous information to our majors throughout the academic year.
• Use Room Reservation System to reserve meeting rooms, classrooms for review sessions, make-up exams, etc., as needed.
• Assist chair with annual administrative tasks including scheduling-course creator, catalog review, faculty searches, Open House, Honors Convocation and Award Ceremony, Love Your Major and other events, and generate reports.
• Order CTEs each semester.
• Complete and submit appointment forms to dean each year/semester for adjuncts prior to applicable semester/academic year.
• Provide information and assistance to staff including computer tech help, registration and advisement assistance, date and deadline reminders (grade submission, special exam requests, etc.), securing campus space for review sessions, and updating and maintaining the department shared drives.
• Assist the social studies coordinator with program administration tasks, including running necessary reports as requested, follow up with students and student teaching supervisors, and maintaining program and student-related files.
• Assist in job ad preparation process.
• Support faculty searches by arranging interview schedules for candidates, communicate via e-mail with selected candidates as necessary and compile applicant files for search committee. Assist with on-campus interviews by arranging candidate’s itineraries.
• Assist the chair with the on-boarding of new full-time faculty and adjunct hires.

Budget and Procurement
• Monitor office budget and track spending.
• Utilize P-card consistent with purchasing guidelines to make purchases, prepare purchase orders, and process invoices.
• Process forms including travel reimbursements and standard vouchers.
• Order and maintain sufficient stock of office supplies and forms.
Faculty Support
• Prepare new faculty offices by ordering computers, phones, keys, and equipment as needed.
• Compile faculty class schedules/office hours each semester and distribute to all faculty and Dean.
• Assist faculty with textbook ordering process; order desk copies as requested.
• Provide assistance with copier operations; submit work orders and key requests when needed.
• Photocopy and scan research and course materials as needed.
• Track faculty’s advisee loads for even distribution of advisees.

Student Support
• Assign advisors upon receipt of new student files. Request files and assign advisors when students change majors into department.
• Maintain departmental files for active/inactive students, personnel and miscellaneous.
• Provide assistance to students during registration and drop/add with Banner overrides, degree audit interpretation, major requirements and assistance with processes.
• Direct student request forms such as course withdrawals, change of major, Degree Audit Exception, etc. to appropriate departments.
• Assist in awards presentation for Honors Convocation and the department’s award ceremony by submitting awards and winners, notifying award winners, requesting monetary award and producing certificates.

Supervise Student Employees & Work-Study Students
• Complete student hiring process through Student Employment for job listing. Supervise work study and graduate assistants.
• Monitor hours worked and review/approve time record for payment via TAS system.

Minimum 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.

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.
• $40,391 (Trainee 1- NS equated to SG-8)
• $45,081 (Trainee 2- NS equated to SG-10)
• $47,695 (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 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 $40,391):
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 $45,081):
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 $47,695:
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.
*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.

Additional Comments SUNY Cortland employment offers eligibility for the Public Student Loan Forgiveness Program. For more information and to see if you qualify, visit https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service.

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.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name BillieJo Harris

Telephone 607-753-2263

Fax

Email Address billiejo.harris@cortland.edu

Address

Street Graham Ave

City Cortland

State NY

Zip Code 13045

 

Notes on ApplyingSubmit an on-line employment application at https://jobs.cortland.edu/postings/10289.

For more information, or if you need assistance with the on-line application process, please contact the Human Resources Office, ext. 2302.