Review Vacancy
TitleAdministrative Assistant 2, Human Resources Office
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $58046 to $58046 Annually
Minimum Qualifications Appointment to this position could be a permanent competitive appointment or a provisional appointment.
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 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.
2. Provisional Appointment: Appointment is contingent upon taking the next Administrative Assistant 2 exam when it is offered and scoring high enough to be immediately reachable. Must meet the exam eligibility requirements, which state:
“On or before the date of the examination, the candidate must be a qualified employee of NYS and have had three months of permanent competitive or 55-b/55-c service as an Office Assistant 2 Keyboarding or Administrative Assistant 1.”
Duties Description Summary:
The Administrative Assistant 2 will serve as the principle administrative support to the Human Resources Office, notably the Associate Vice President for Human Resources and the Associate Director of HR, and other staff as needed. They will maintain files, budgets, calendars, schedule meetings and training, process travel reimbursement and appointment/continuing appointment forms for UUP employees and volunteers, and support employee onboarding and engagement programs.
Why Cortland?
Working closely with 14 colleagues in Human Resources and Payroll, the Administrative Assistant 2 is part of a dynamic team committed to attracting and retaining an engaged workforce that contributes to positive student experiences. In collaboration with campus partners, we foster and support a diverse environment, respecting the rich difference that each individual brings to the community.
Major Responsibilities:
Administrative Support
Perform and/or coordinate administrative support activities for the Human Resources Office, the associate vice president for human resources, associate director of human resources and other staff as needed.
Administrative support includes, but is not limited to scheduling meetings, preparing materials for scheduled meetings, word-processing, taking meeting minutes, answering phones, and filing.
Maintain the electronic monthly HR Activity Calendar and ensure all staff are reminded to complete their tasks on a timely basis.
Maintain a spreadsheet of current HR and Payroll systems, users, and administrators.
Maintain and update HR and key campus contacts list.
Prepare immigration paperwork.
Process travel arrangements, paperwork, and reimbursements.
Respond to basic benefit questions as needed.
Troubleshoot and resolve problems and answer questions from applicants and employees on how to use the applicant tracking system.
Serve as a backup to the Office Assistant to greet visitors, answer phones, direct calls, process incoming/outgoing mail, check the HR email, and respond to voicemail, etc.
Supervise any assigned work study students.
Employee Onboarding and Engagement Programs
Provide administrative support for employee onboarding and engagement programs.
Duties may include reserving rooms, sending training announcements on Communicator, managing participant reservations, arranging for technology, processing vendor payments, coordinating catering needs, and attending programs as a representative of the HR Office.
Coordinate the onboarding of new HR and Payroll staff including ensuring technology is set up, orientations and meetings are scheduled, and administrative items are completed.
Serve as the HR classified staff lead for the Service Awards Ceremony to help plan and coordinate the event. Ensure campus community announcements, reservations, programs, award and gifts, catering, and entertainment needs are met and payments are processed.
Budget, Procurement and Contracts
Track spending to ensure expenditures do not exceed established budgets.
Utilize Pcard to make purchases, prepare purchase orders, and process invoices.
Track contract expiration dates.
Appointment
Prepare and process UP3 forms and track all permanency and continuing appointment forms for the UUP employees consistent with the Policies of the Board of Trustees and SUNY System Administrations procedures.
Enter data into the SUNYHR system to process employee and volunteer appointments and reappointments.
Prepare and track all unclassified faculty and staff presidential offer and re-appointment letters consistent with the rules and regulations that accompany each appointment type.
File Maintenance
Ensure personnel files are created and maintained according to office procedures and compliance regulations.
Partner with other HR and Payroll administrative support staff to ensure all personnel files are correctly scanned into OnBase.
Maintain grievance, disciplinary, labor management, and other files as needed.
Service
Attend at least 3 events on campus per year. One event will be directly related to Diversity, Equity, and Inclusion (DEI), and the other events can be determined by the employee including events such as lunch and learns, training and speaking events, performance events, sporting events, etc.
Serve on committees including search committees, as needed, and as applicable to role.
Additional Comments Preferred Qualifications:
Demonstrated ability to manage time effectively
Effective oral, written and presentation skills
Demonstrated knowledge of Microsoft Word, Excel and PowerPoint
Demonstrated interpersonal skills to work effectively with faculty, staff and students
Demonstrated ability to solve problems and organize work
Demonstrated attention to detail
Demonstrated knowledge of standard office procedures
Demonstrated ability to maintain confidentiality
Three years of experience in administrative support which includes use of office software such as Excel, Outlook, PowerPoint and WORD
Customer service and business writing experience
Some positions may require additional credentials or a background check to verify your identity.