Review Vacancy
TitleAdministrative Assistant 1, SG 11 Communication Disorders & Sciences (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $39215 to $46306 Annually
Duties Description Summary:
Serves as the primary administrative support for the Communication Disorders & Sciences Department in the School of Professional Studies. The schedule for this position is Monday-Friday from 8am-4pm with a 30 minute lunch from 12-12:30.
Watch to learn more about careers at SUNY Cortland:
https://vimeo.com/1022543894
Generous benefits of working for New York State, including, but not limited to, the following:
Holiday & Paid Time Off: thirteen (13) paid holidays annually, thirteen (13) days of paid vacation leave (increases with years of service), five (5) days of paid personal leave annually, thirteen (13) days of paid sick leave annually.
Health Care Benefits: eligible employees and dependents can choose from a variety of affordable and generous health insurance programs, family dental and vision benefits at no additional cost, and pre-Tax Flex Spending Accounts for Health Care and Dependent Care.
Additional Benefits: enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply), NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan, paid Parental Leave for all employees, Public Service Loan Forgiveness (PSLF) https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service, eligibility for various life insurance options, Tuition Assistance, and free access to our state of the art fitness center, the Student Life Center ( https://www2.cortland.edu/offices/recreational-sports/Student-Life-Center ).
Major Responsibilities:
Office Support:
• Serve as receptionist to the chair and faculty members in the department.
• Make appointments for the chairperson; Coordinate and arrange meetings.
• Greet visitors, clients and parents, and students, and route them appropriately answering any questions they may have.
• Respond to direct inquiries from prospective students, parents, and other entities.
• Handle phone calls and prepare correspondence.
• Maintain all files for office including personnel files for management/confidential personnel.
• Give tours of department to perspective students and families.
Course and Faculty Support:
• Manage Banner reports and Degree Works, including Web registration to include flag lifting.
• Assign advisees and maintain advisor list for undergraduate and graduate students.
• Maintain undergraduate and graduate student files to include filing documents and purging folders.
• Assist chair at regular meetings with the registrar and help create the semester schedule.
• Meet to assign classrooms for all courses each semester.
• Process changes of majors, minors, concentrations, and other student “status” change designations.
• Take dictation, record, and distribute faculty minutes and faculty retreat minutes.
• Use Excel, Word, and PowerPoint for various tasks.
• Take material to and from main campus duplicating.
• Assist with proofreading and maintaining files for syllabi, master’s program, special projects, and recommendations generated by the chairperson and faculty.
• Update and copy exams, forms, and projects for faculty.
• Processes requisitions, travel authorizations, and vouchers for faculty travel.
• Order desk copies and keep track of book requisitions for college store.
• Coordinate CTEs and type comments.
• Maintain reports such as annual report, Strategic Plan, GPA, rosters, and president and dean’s list.
• Manage the online time and attendance system for faculty sick leave accruals, clinic administrator, and work study students.
• Request rooms and equipment for events.
• Send out mailings for graduate program and student teaching.
• Maintain email correspondence with students, faculty, and other campus departments.
• Maintain department mail including sending and distribution.
• Assist chair with scholarships/awards for department.
• Contact candidates for faculty searches, schedule appointments, and reserve and organize candidate’s itinerary.
• Process travel and reimbursement paperwork for faculty searches.
• Take faculty search minutes.
• Process faculty new hires and reappointments for current faculty.
• Order start-up equipment for new faculty.
• Help new faculty adapt to their office environment.
• Order new computers and phones for new offices.
• Assist graduate coordinator with email and telephone questions from graduate applicants.
• Receive graduate applications and create a folder.
• Work with graduate assistant students.
Work Study Employees :
• Supervise, train, and distribute appropriate work to work study employees.
• Familiarize with policies and procedures pertinent to their specific job responsibilities, to include but not limited to appropriate telephone etiquette.
• Coordinate work to assure task completion.
Materials/Equipment:
• Responsible for maintenance of office equipment.
• Update, organize and keep a sufficient supply of departmental forms, college forms, clinic forms, paper, pencils, pens, toner, and other materials necessary to run the department.
• Manage purchase requisitions, procurement card, and reconcile bank statements with the SUNY System online accounting.
Clinic & Audiology:
• Assist clinic director and clinic administrator when needed.
• Help to contact clients, clinic faculty, and students for notification of any changes in schedules and appointments.
• Order clinic supplies and forms.
• Manage billing for all therapy sessions (as appropriate), audiological evaluations, speech-language evaluations, and speech and language screenings in the clinic as well as maintenance of accounts receivable.
• Accept reimbursement for therapy sessions and evaluations and carries all money to the bursar’s office.
Minimum Qualifications Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment. The selected candidate from either option listed above must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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.
• $39,215 (Trainee 1- NS equated to SG-8)
• $43,768 (Trainee 2- NS equated to SG-10)
• $46,306 (Full Performance level SG-11)
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 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.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
The qualifications are:
Administrative Assistant Trainee 1 (NS Salary Grade 8 $39,215):
Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of all mandatory core coursework as a Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2 (NS Salary Grade 10 $43,768):
One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of all mandatory and elective core coursework, you will advance to the full level of this title without further examination.
Administrative Assistant 1, Salary Grade 11 $46,306:
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. You must also complete all mandatory and elective core coursework.
Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
*The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
Additional Comments The State University of New York College 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.