Review Vacancy
TitleAdministrative Assistant 1, SG 11 or Admin Asst. Trainee 1, SG 8 or SG 9* Counseling and Wellness Services Office
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: This individual will serve as the first point of contact for the Counseling Center at SUNY Cortland. They will interact with students, parents, faculty, staff and administrators in a highly confidential and high traffic office. Must possess excellent interpersonal skills, the ability to multitask as well as manage complex situations.
Major Responsibilities:
Serve as the primary administrative support for the Counseling Center as well as the Director of Counseling & Wellness Services and staff.
Responsible for screening all telephone and in-person requests for appointments, information, and assistance.
Establish and maintain confidential files for students seen for counseling using paper files as well as online files through the Center’s scheduling program and database.
Use the Center’s online program to schedule appointments for students, faculty and staff as needed, and enter data into the program as necessary. Use automated appointment reminder system to send appointment reminders daily.
Prepare and review correspondence and reports for the Counseling Center and Wellness Services as needed. Prepare occasional documents for publication and research purposes.
Supervise overall office operations including:
-Making all purchases with procurement card including reconciling monies spent.
-Monitoring and replenish office inventory.
-Provide operating budget oversight as needed.
-Making travel arrangements and completing related paperwork.
-Assist with HR paperwork for staff, consultants and interns if needed.
-Maintain office files
Work collaboratively with office assistant for Wellness Services to provide back up clerical and reception support
Schedule appointments for the Center’s consulting psychiatric provider. Pull student files, copy and scan psychiatric notes and prepare payment vouchers for psychiatric provider. Make reminder calls for psychiatric appointments.
Oversee electronic tablets for student data entry, assuring that student clients complete necessary forms for appointments and evaluations.
Bill student clients for no-show charges through online Banner system.
Some positions may require additional credentials or a background check to verify your identity.