Review Vacancy
TitleAdministrative Assistant 1, SG 11 or Admin Asst. Trainee 1, SG 8 or SG 9 School of Arts and Sciences Office
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $38073 to $44957 Annually
Minimum Qualifications 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.
• $38,073 (Trainee 1- NS equated to SG-8)
• $42,493 (Trainee 2- NS equated to SG-10)
• $44,957 (Full Performance level SG-11)
Duties Description Summary:
Serve as the principle administrative support person for the Associate Dean and Assistant Dean. This position involves extensive contact with students, faculty, and staff.
Major Responsibilities:
Office Manager
Provide secretarial and administrative services and ensure the efficient operation of the office.
Supervise work-study student(s).
Order office supplies.
Maintain all student files including preparing files for the Associate Dean and Assistant Dean and for crucial times of the year.
Work closely with various other departments and offices in the college and with parents and students.
Answer routine faculty/student/parent/staff inquiries and secures answers when they are not known or readily available.
Make appointments and schedule meetings for the Associate Dean and Assistant Dean and keep calendars up to date.
Handle office correspondence; prepare letters; answer routine correspondence, processes mail.
Update and record data that is needed for reports.
Prepare travel requisitions and purchase orders.
Student Support
Assist the Associate Dean and Assistant Dean by getting materials ready for the decision-making process regarding appointments, phone calls, academic standing and appeals, and adherence to academic contracts. Responsible for all contract probation letters, and academic suspension/dismissal letters (all end of semester letters). Responsible for collecting materials for readmission and readmission letters.
Process degree audits for all Arts and Sciences graduates, change of majors, drop/add forms, withdrawal from course forms, withdrawal from college forms, leave of absence forms, and all files and materials for students’ files, grade adjustments and end of semester grades.
Assist students who are following an Individualized Degree Program (IDP) major.
Monitor Starfish progress survey, flags, and alerts during the semester.
Process all letters that go out to students.
Check internships and student teachers for eligibility at the end of each semester.
Knowledge, Skills and Abilities (KSA’s):
Organizational skills are needed to be successful in this position.
Knowledge of all college, school, and office procedures.
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 .
Some positions may require additional credentials or a background check to verify your identity.