Administrative Assistant 1

Salary Range: $40,391-$47,695

Salary Determination

Starting salary rates are based on
negotiated labor contracts.

Is this a temporary position?
No

Position Summary

The
Administrative Assistant 1 (AA1) position ensures the efficient operation of the Center for Teaching and Learning (CTL) and Faculty
Development Committee (FDC) by performing a wide range of administrative tasks related to correspondence, files and calendar management;
work coordination; customer service; fielding of questions; information gathering; and compilation of reports. Work schedule is Monday
through Friday 8:00am-4:30pm.

Salary Range: $40,391-$47,695

Watch to learn more about careers at SUNY Cortland:
https://www.youtube.com/watch?v=98njPbVKNFY

What
makes SUNY Cortland a great place to work?
* Our positions provide predictable salary progressions, and many offer
permanency.
* Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave
and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.
* SUNY Cortland
prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to
use, with membership options for families. SUNY Cortland’s Child Care Center welcomes the children of employees and community members, as
space allows. Alternate work schedules are available with a supervisor’s approval.
* Professional development opportunities exist through
training, continuing education programs, tuition reimbursement and conference travel, based on funding.
* Cortland County and surrounding
areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s
offerings

Major Responsibilities

Office Operations and Communication

• Serve as the primary point of
  contact for the office, greeting visitors and responding to inquiries via phone and email with professional assistance.
• Draft,
  compose, and distribute official correspondence, announcements, reports, and meeting minutes.
• Maintain and optimize digital and
  physical filing systems using OneDrive to ensure data integrity and accessibility.
• Update CTL website content and digital assets as
  directed.
• Monitor office equipment functionality and coordinate necessary repairs.

Award and Grant Administration
Support

• Coordinate and monitor submissions for Small Grants, Faculty Teaching Development Awards, Teaching Innovation Grants,
  Rozanne Brooks ICDA Award, and other recognition programs.
• Coordinate scheduling and the gathering of materials from faculty
  nominees, mentors, and committees.
• Collect and distribute application materials.

Program and Event Coordination

• Coordinate logistics for CTL meetings, workshops, and faculty development programs, including room reservations, ASC/CAS catering, and
  material preparation.
• Provide on-site support for events, including attendance tracking and material distribution.
• Maintain and synchronize event calendars and schedule appointments for multiple stakeholders.

Procurement and Financial
Support

• Execute supply and book orders in strict accordance with SUNY procurement procedures.
• Monitor CTL and FDC accounts,
  reconciling monthly documentation for Purchasing and Accounts Payable.
• Process payments for programming and facilitate travel
  expense reports for staff.

Functional and Supervisory Relationships

Provide office support for and report
to the Senior Director of the Center for Teaching and Learning. Provide support for the Center for Teaching and Learning staff, and the
Faculty Development Committee, and the Rosanne Brooks Dedicated Teacher Award sub-committee.

Required
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 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/titl
e-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-t
raineeship

Candidates appointed at the trainee level will be required to successfully complete the traineeship to
advance to the full performance level title and salary.
* $40,391 (Trainee 1- NS equated to SG-8)
* $45,081 (Trainee 2- NS equated to
SG-10)
* $47,695 (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
$40,391):

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
$45,081):

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 $47,695:

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.

Preferred Qualifications

• Familiarity with the SUNY Cortland
  community
• Experience working with education, particularly Higher Education

Knowledge, Skills &
Abilities

• Proficiency in advanced office administration and clerical procedures to ensure seamless operations.
• Strong understanding of SUNY procurement, accounts payable workflows, and fundamental budget reconciliation.
• Expert use of
  Microsoft Office Suite (Word, Excel, Outlook) and cloud-based document management (OneDrive).
• Excellence in interpreting and
  delivering complex professional communications, both verbally and in writing.
• Exceptional ability to prioritize and execute
  multiple high-priority assignments in a deadline-driven environment.
• Demonstrated ability to maintain confidentiality and foster
  collaborative relationships with faculty and senior administrators.
• Proven aptitude for independently mastering new software
  systems and evolving institutional procedures.

About the University

A top public university of
approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to
students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides
itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than
150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The
University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division
III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine
and many other fields.

EEO Statement

The State University of New York 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.

Posting Number: S25092

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