Review Vacancy
TitleProgram Aide, SG 13 Registrar Office
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $51857 to $51857 Annually
Minimum Qualifications Appointment to this position could be a permanent competitive appointment or a permanent non-competitive 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 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: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1, Office Assistant 3, or Administrative Assistant 2 title.
2. 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 this time, agencies may hire employees into temporary appointments. In May 2024, if the employee is satisfactorily performing, the appointment will be changed from temporary to permanent non-competitive and the official probationary period will begin.
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- To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are: Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.
Duties Description Summary:
The Program Aide position has four primary areas of responsibility: Instructional space management, graduate students, visiting (non-matriculated) students, and liaison to the New York Stated Education Department Office of Teaching Initiatives (NYSED OTI). The position is an integral part of the Registrar’s team providing principal support for all teacher education programs. The Program Aide also provides office management and coordinates workflow of administrative staff.
Major Responsibilities:
Instructional Space Management
Approve and schedule instructional space reservations in the space scheduling software (EMS).
Create, activate, and deactivate templates for instructional space reservations after courses have been placed.
Schedule all final exams, including placing alternate and combined final exams.
Maintain currency of knowledge of the space scheduling software (EMS).
Graduate Students
Provide support services to graduate students and graduate programs.
Reactivate graduate students.
Process student acceptances for 4+1 programs.
Visiting/Non-Matriculated Students
Creating and distributing time tickets for summer and winter sessions.
Process and coordinate approval for visiting student applications.
Create student records for study abroad students from other colleges, foreign exchange students, and non-matriculated students.
Liaison to NYSED OTI and Teacher Education Programs Support
Process TEACH authorization forms.
Issue recommendations in the NYS OTI TEACH system for teaching and internship certifications.
Record required workshops for teacher education programs on students’ academic transcripts.
Office Management
Coordinate workflow for administrative staff in support of the Assistant Registrars, Associate Registrar, and Registrar.
Coordinate administrative staffing to ensure coverage for reception, including phones and walk-in traffic.
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.