Review Vacancy
TitleAdministrative Assistant 1, SG 11 or Admin Asst. Trainee 1, SG 8 or SG 9* Childhood/Early Childhood Department
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $34831 to $41130 Annually
Minimum Qualifications 1) For AA 1, SG 11 title, you must hold or have held the title of Administrative Assistant 1 (formerly Secretary 1) or be reachable on the full-time NYS Civil Service list and respond to canvass letter that will be sent to people on the eligible list.
2) For AA1 Trainee, SG 8, you must be reachable on an appropriate eligible list or eligible to transfer and, if transferring from a non-keyboarding title, proof of passing a keyboarding test. (EX- OA 1, OA 2, OA 3, and Library Clerk 2 & 3 titles) Transfer eligibility requires that you have served 1 full year in your current title.
*If you are currently in a SG 9 title, you will enter the Trainee 1 position at your current SG 9 salary.
Duties Description Summary: Serves as the primary administrative support person for the Childhood/Early Childhood Education Department in the School of Education.
Major Responsibilities:
Duties include but are not limited to:
Provide secretarial and administrative services to a large number of faculty members and the department chair. Critical tasks involve document generation and tracking related to course curriculum, department correspondence, department reports, as well as organizational tasks such as answering the telephone, making appointments and organizing the office.
Provide assistance with administrative tasks such as compiling information for the annual budget, reconciling procurement card for department budget, coordinating special exam requests, assisting in the completion of the department’s course schedule, assisting in contacting adjunct personnel for part-time teaching/supervision, processing appointment forms, assisting in supervision assignments for student teaching, arranging meetings, processing travel forms and maintaining an inventory of equipment.
Assist Chair with the orientation of new faculty. Prepare new faculty offices (order computers, phones, keys, name plates and special equipment as needed).
Attend department meetings and record minutes.
Screen incoming correspondence and draft responses or reply to inquiries for information dealing with the Early Childhood/Childhood Education program, Early Childhood/Special Education program and the Master of Science in Teaching Childhood Education program. Respond to applicants who wish to apply for adjunct teaching positions and to individuals who inquire about procedures, general questions about the department’s programs and to faculty regarding office matters.
Support department searches; submit vacancy announcements; organize files; arrange hotel accommodations; set up candidates’ on-campus interview schedules; submit reimbursements for candidates.
Support students’ inquiries about department programs, course offerings, schedules and registration procedures, including lifting necessary flags during registration.
Serve as the Department Chair’s designee to approve part-time and full-time faculty members’ monthly time sheets, book orders and final exams requests.
Process faculty CTE’s.
Maintain tracking information for Department Dispositions.
Track the submission of final grades.
Install office procedures to insure the efficient flow of work materials and to insure requests are met before deadlines.
Serve as the Webmaster for the Childhood/Early Childhood Education Department. Reply to requests concerning certification, programs available at SUNY Cortland, program requirements for undergraduate and graduate program, etc.
On an as-needed basis, provide office support to the School of Education Dean’s Office.
Some positions may require additional credentials or a background check to verify your identity.