Review Vacancy
TitleOffice Assistant 1, Vice Provost (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $36232 to $36232 Annually
Duties Description Position Summary
The office assistant 1 position will serve as receptionist and provide administrative support for the vice provost, assistant vice provost, and curriculum coordinator in the Academic Affairs/Institutional Effectiveness office. They will also provide back-up administrative support to other offices within the Vice Provost for Academic Affairs unit. Schedule is Monday through Friday 8:00 a.m. to 4:30 p.m.
Watch to learn more about careers at SUNY Cortland:
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What makes SUNY Cortland a great place to work?
• Our positions provide predictable salary progressions, and many offer permanency.
• Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long-term disability and tuition reimbursement.
• SUNY Cortland prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland’s Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor’s approval.
• Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.
• Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s offerings.
Major Responsibilities
Communication and front desk support
• Greet students, staff, faculty, and others who visit the office.
• Respond to phone, email, and in-person requests for assistance, information, and appointments.
• Perform mail preparation, delivery, and pick-up twice daily.
• Work collaboratively with the administrative assistant II on special projects, and provide back-up and support, as needed.
• Provide back-up support to offices within the VPAA unit, as needed. This may include providing administrative support to search committees.
Clerical and administrative support
• Create, type, and edit documents, including outgoing correspondence and office forms, using MS Word, Excel, Canva, and Adobe Pro.
• Create and maintain a filing system, as needed, both paper and electronic, for the assistant vice provost.
• Assist the curriculum coordinator with the catalog review process; this includes preparing packets of materials to be sent to department chairs.
• Assist with tracking, scheduling, and preparing annual performance programs and evaluations for staff across the division, including outreach to secondary sources and compilation of feedback forms.
• Assist with tabulating academic information related to curriculum using Microsoft Word and Excel.
Scheduling and calendar management
• Schedule appointments and meetings and maintain calendars for office professional staff.
• Reserve rooms using the room reservation system.
Special projects and event coordination
• Update and maintain the curriculum and Vice Provost webpages and participate in online training modules for the CMS webpage system to do so.
• Assist in the preparation and logistics of workshops or other various working groups for the Vice Provost for Academic Affairs office.
• Provide support in compiling and formatting data reports for office projects such as data retreats and registration compliance tracking.
• Assist in the preparation and set-up for Academic Convocation.
• Assist with tabulating academic information related to curriculum using Microsoft Word and Excel
Minimum Qualifications Required Qualifications:
Permanent Competitive Appointment Options:
To be appointed on a PERMANENT basis to this title, you must hold or have held the title of Office Assistant 1 (Keyboarding) or be reachable on the full-time NYS Civil Service list and respond to canvass letter that will be emailed to people on the eligible list. You may also qualify if you are permanent in the following title: Office Assistant 1. You must also pass the Civil Service typing test, which can be administered in the Human Resources Office.
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-There is no minimum education or experience requirements for this title.
Additional Comments SUNY Cortland employment offers eligibility for the Public Student Loan Forgiveness Program. The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. 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 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.