Review Vacancy
TitleAdministrative Assistant 2, Office of the President
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $58046 to $58046 Annually
Minimum Qualifications Required Qualifications:
Appointment to this position could be a permanent competitive appointment or a provisional appointment.
1. Permanent Competitive Appointment Options:
Must hold or have held the title of Administrative Assistant 2, formerly Secretary 2, on a permanent basis or be reachable on the full-time permanent New York State Civil Service list. If you are on the list for this title, you will receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email to apply online.
70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Program Aide, Library Clerk 3, Office Assistant 3, OA 3 Calculations, or OA 3 Human Resources.
2. Provisional Appointment:
Appointment is contingent upon taking the next Administrative Assistant 2 exam on Jan. 18-19, 2025, and scoring high enough to be immediately reachable. Must meet the exam eligibility requirements, which states:
“On or before Jan. 18, 2025, you must be a qualified employee of New York State and have had 45 days of permanent competitive, non-competitive NY HELPS, or 55-b/55-c service as an Administrative Assistant 1, Administrative Assistant 1 (French Language), Administrative Assistant 1 (Russian Language), Administrative Assistant 1 (Spanish Language), Administrative Assistant Trainee 1, Administrative Assistant Trainee 1 (French Language), Administrative Assistant Trainee 1 (Russian Language), Administrative Assistant Trainee 1 (Spanish Language), Administrative Assistant Trainee 2, Administrative Assistant Trainee 2 (French Language), Administrative Assistant Trainee 2 (Russian Language), Administrative Assistant Trainee 2 (Spanish Language), Examination Composition Assistant, Law Department Document Specialist, Office Assistant 2-Keyboarding, Office Assistant 2-Keyboarding (Spanish Language), Secretary 1, or Secretary 1 (Spanish Language).”
The exam application period is now and the deadline to apply is Dec. 4, 2024. Follow this link to apply to take the AA 2 exam: https://www.cs.ny.gov/examannouncements/announcements/prom/31-053020.cfm
Duties Description Summary:
The Administrative Assistant 2 in the President’s Office is the first point of contact for all faculty, staff, students and guests visiting the President’s Office. The person in this position must offer a welcoming presence, work independently, maintain knowledge of the broad scope of the programs that the President’s Office oversees, and coordinate and execute tasks related to these programs. Under minimal direction from the Assistant to the President, this position organizes and coordinates the administrative activities of the office while maintaining the highest level of confidentiality. This position handles information related to sensitive and confidential budgets; personnel matters, including reappointment and continuing appointment; legal topics; and employee awards and recognition.
Major Responsibilities/Duties:
• Greet visitors to the President’s Office in a welcoming manner.
• Manage multiple President’s Office budgets including the Purpose of Charter account and management of procurement card expenditures.
• Organize and maintain legal records, including the university’s response to legal cases and legal requests and claims; schedule meetings with SUNY legal counsel; and establish records maintenance systems consistent with state and local records retention policies.
• Work with the Assistant to the President to arrange the President’s travel and process reimbursements.
• Manage campus email communication for Sandwich Seminar series.
• Assist in maintaining the President’s calendar of scheduled events, including events taking place on campus and off-campus engagements.
• Prepare and send various personnel letters, including appointment status changes, leaves of absence, non-renewals, promotions, sabbatical leaves and reports and tenure-track renewals.
• Provide administrative support for processes involving annual nomination and submission of SUNY-wide awards. This includes assistance in establishing timelines, maintaining and updating committee membership, helping prepare portfolios, creating records management systems and ensuring the processes follow state system requirements.
• Assist with the organization of key high-level events involving the President’s Office, including Commencement, Honors Convocation, President’s List recognition, visits from special guests and other presidential priorities.
• Process Haines Fund payment requests and maintain fund balance, working closely with Cortland College Foundation staff.
Oversee general office management
o Scheduling: Arrange all meetings, interviews and committee engagements for the Chief of Staff and President if the Assistant to the President is not available.
o Correspondence: Handle incoming correspondence and review outgoing correspondence from the President’s Office in both electronic and hard copy formats. Gather information relevant to inquiries and make recommendations and/or draft responses.
o Travel: Make travel arrangements for office staff and prepare expense reports.
o Communication: Screen phone calls and drop-in visitors, handling their inquiries independently and redirecting their questions when appropriate.
o Record filing: Maintain office filing system to ensure files are kept in accordance with established practice and records retention policies.
o Mail: Process all incoming and outgoing mail, preparing responses as appropriate.
o Office supplies: Maintain various items and refreshments.
Serve as primary administrative support for the university’s Chief of Staff
o Provide support for a broad range of office responsibilities with minimal supervisory involvement.
o Transmit instructions to the chief of staff’s direct reports and relevant committees to ensure that instructions are followed, and deadlines are met.
o Prepare materials, gather relevant documents and take minutes when appropriate for meetings.
o Seek necessary additional information for concerns brought to the President’s Office.
• Offer administrative support to the Assistant to the President, including organizing the president’s daily schedule, hosting guests and assisting in projects as needed.
• Provide back-up administrative support for the offices of the vice president for finance and management and the provost and vice president for academic affairs as needed.
Additional Comments Preferred Qualifications:
• Exceptional detail-oriented and organizational skills
• Demonstrated interpersonal and customer service skills needed to work effectively with faculty, staff, students and visitors
• Ability to think independently, find answers to questions and solve problems
• Demonstrated knowledge of Microsoft Office including Word, PowerPoint, and Excel
• Self-motivation and demonstrated ability to manage time effectively
• Effective oral and written communication skills
• Demonstrated knowledge of standard office procedures
Some positions may require additional credentials or a background check to verify your identity.