Review Vacancy
TitleAdministrative Assistant 2, Facility Operations & Services
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $59787 to $59787 Annually
Duties Description Summary:
This position provides essential administrative, budget management, and organizational support to the entire Facilities Operations Services and Environmental Health and Safety Departments. Supporting an operation which comprises over 220 acres and 48 university buildings, consisting of 2.6 million square feet of physical space, the position reports to the Director of Facilities Operations and Services and supports the Environmental Health & Safety (EHS) Officer, 2 Associate Directors, 1 Plant Superintendent C, 1 Maintenance Supervisor II, 1 Plant Utility Engineer II, and 11 front-line supervisors. In addition, the position supports approximately 190+ employees within the Facilities Operations and Services Unit. Serving as a central point of contact, the position delivers high-quality administrative support, oversight of the work order management process, overtime and on-call administration, and contractor management assistance. This role is essential to maintaining efficient operations, effective coordination, and a professional work environment within the department.
Watch to learn more about careers at SUNY Cortland:
https://www.youtube.com/watch?v=98njPbVKNFY
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:
Work Order Management Processing
• Serve as the first point of contact to process 150+ daily work orders (maintenance requests)
-Answer and manage a high volume of incoming calls professionally and promptly
-Receive and process maintenance-related requests, questions, and concerns
-Convert approved requests into work orders in the TMA system. Ensure each request includes required details (location, issue, urgency, and requester information) before scheduling
-Independently manage and prioritize new and existing work orders, escalating complex issues when necessary
-Dispatch technicians by balancing urgency, technician availability, and workload demands, location, department, and trade skills (e.g., electrical, plumbing, HVAC, custodial, grounds, etc.)
*Adjust schedules throughout the day to address emergencies, delays, and changing priorities
-Reject incomplete requests and forward them to the appropriate personnel for follow-up
-Investigate constituent concerns by following up with FOS staff to gather information and relay information
Office Management
• Screen multiple phone calls and handle inquiries independently and redirect as appropriate to FOS staff
• Process all incoming mail and distribute as appropriate
• Ensure content on all FOS bulletin boards is current and organized
• Send out campus-wide announcements (emergency shut down, maintenance notices, new programs for transportation, office closures, mail schedule changes, etc.)
• Ensure FOS and EHS files are created and maintained in accordance with office procedures and compliance regulations
• Create and distribute the weekly on-call schedules for UPD/Supervisors/Res Life
Overtime and On-Call Administration
• Administer and maintain on-call schedules for electricians, plumbers, locksmiths, HVAC, and custodial staff, including:
-Preparing and distributing the weekly on-call list to departments responsible for after-hours emergency calls
-Preparing and distributing the six-month on-call schedules for skilled trades to support advance planning
• Track and document all after-hours call-ins and overtime activity by:
-Recording date, time, building, technician, and nature of the request
-Creating or verifying work orders in TMA and ensuring proper assignment
-Maintaining a comprehensive call-in log for reporting and audit purposes
• Communicate weekly with supervisors by:
-Distributing a summary of the prior week’s call-ins
-Verifying any missing or unreported overtime activity
• Collect, review, submit, and analyze overtime by:
-Receiving bi-weekly overtime and standby reports from maintenance supervisors
-Forwarding approved overtime and standby information to Payroll
-Ensuring overtime rates are updated in a timely manner for the TMA system and for reporting purposes
-Preparing detailed overtime reports for each pay period and produce charts tracking overtime hours and costs by month and by category
Contractor Management Assistance
• Coordinate with multiple campus offices to schedule contractor visits, as needed.
-Coordinate elevator access and scheduling, including arranging work times between elevator technicians and other contractors
*Communicate elevator status updates to affected buildings, departments, and personnel, including outages and service interruptions
*Maintain ongoing contact with elevator technicians to support emergency repairs and urgent service needs
-Coordinate pest control visits including but not limited to:
*Scheduling pest control applications
*Communicating expectations and status related items to campus community members
-Contact Waste Management representatives when dumpsters are filled
*Process additional payments not covered under the Waste Management contract
• Review contracts to ensure the campus is invoiced properly.
Budget and Procurement
• Purchase equipment, supplies and materials, including high-value items with an average monthly spend of approximately $7,000– $14,000
• Generate fiscal, workorder, call-in, and overtime reports to assess costs for the annual report and project prioritization
• Add new employees and track overtime rates in the TMA
• Utilize Excel on an ongoing basis to create and maintain digital records of the key code for every door on campus
• Coordinate and manage the computer replacement life cycle for FOS. Submit orders for new items (computers, laptops, wireless items, etc.)
Calendar Coordination
• Schedule meetings and manage individual calendars
• Prepare materials for scheduled meetings, take meeting minutes and distribute
• Manage all departmental travel for training and conferences including preparing travel authorizations, making travel arrangements, and processing travel reimbursement forms
• Administer all logistic details for FOS Raquette Lake conference in the Adirondacks. This includes reserving the conference facilities, coordinating dates, ordering all food, ensuring transportation for facilities personnel.
Training and Development
• Work with FOS leadership to provide training to new employees and supervisors on procurement card usage requirements, iPads, the Total Maintenance Authority (TMA) work order management system, and classified staff performance program/evaluation administration cycle, etc.
• Maintain and update supervisor training binders for new supervisors
• Provide feedback regarding policies and procedures to FOS leadership and communicate to appropriate parties as needed
Operations and Compliance
• Maintain employee records (emergency contact, work phone number, hours/days they work, etc.)
• Collect and prepare annual pesticide report files and send them to the Department of Environmental Conservation, process pesticide license renewals
Knowledge, Skills & Abilities:
• Strong communication and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Customer service skills to handle inquiries with professionalism and efficiency
• Ability to maintain confidentiality and handle sensitive information
• Ability to adapt to changing priorities and adjust workflow accordingly
• Knowledge of scheduling, calendar management, and meeting coordination
• Knowledge of office management systems, administrative procedures, and recordkeeping practices
• Strong organizational, detail orientation, and time management skills with the ability to manage multiple projects
SUNY Cortland:
A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system,
SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.
Minimum Qualifications 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 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.
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, OA 3 Human Resources, or Administrative Assistant 2.
Preferred Qualifications:
• Experience providing administrative support in facilities, operations, or a higher-education environment
• Experience with work order management systems and overtime tracking
• Experience and proficiency in Microsoft Office, Adobe, and TMA systems
• Familiarity with facilities operations, maintenance terminology, and department functions
Additional Comments EEO Statement:
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.
PSLF Eligible:
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.
Some positions may require additional credentials or a background check to verify your identity.