Position Information

NY HELPYes

AgencySUNY Cortland

TitleAdministrative Assistant 1, SG 11 Counseling and Wellness Services

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $47695 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? Yes

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? No

Location

County Cortland

Street Address Graham Ave

City Cortland

StateNY

Zip Code13045

Job Specifics

Duties Description Summary:
This position serves as the administrative assistant for the Conley Counseling and Wellness Services Office. The individual in this position would schedule student appointments, manage time-sensitive documentation, manage purchases/budgets, and ensure daily operational needs of the office. The schedule for this position is 8a.m.-4:30p.m. Monday through Friday.

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:
Administrative and Office Support
• Serve as the primary administrative support for the Counseling Center, including the Director of Counseling and Wellness Services, staff of 6 counselors and a psychiatric practitioner, and counseling interns.
• Greet students, parents, faculty, staff, and administrators in a highly confidential and high-traffic office, with a mature, calming and positive attitude that promotes Counseling and Wellness Services as a welcoming and safe environment.
• Answer all telephone, email, and in-person requests for assistance, information, and appointments.
• Ensure that a response to requests for assistance and/or information will occur within 24 hours or by the next business day. Schedule appointments at the time of request and in consultation with counselors as needed.
• Create and maintain confidential files on both the Titanium scheduling software and in hard copy for student clients when needed. Files include intake information for each student, personal data, case notes, and psychiatric evaluations/notes. Given the sensitive and confidential nature of our services, student information, including name, C#, email, emergency contact, address, and phone number, must be accurately gathered to ensure that the correct individuals are identified within our database.
• Assist counselors with Titanium data input as needed (e.g., when a request is made for appointment attendance to be modified by a counselor).
• Prepare correspondence and reports for Counseling and Wellness Services, including medical leaves of absence (MLOA), inter-campus memorandums, annual staff evaluations, and the annual report, as well as updating the Counseling Center brochure for distribution as needed.
• Work collaboratively with the OA1 for Wellness Services (AOD-Prevention Education and Health Promotion) to provide backup clerical support.
• Schedule psychiatric appointments or make referrals to a third-party virtual psychiatric platform.
• Copy/scan counseling notes for counselors and psychiatric notes for the Student Health Services office when requested and with appropriate releases, scan notes into the student electronic record, and prepare payment vouchers for prescriber or third-party platform once trained in the Red Dragon Depot System.
• Organize various tasks such as duplication, mailing, and distribution of office memos.
• Respond to requests for records in consultation with the Director or with the treating counselor.

Budget and Procurement
• Make purchases with procurement card, maintain budget, and track expenses.
• Monitor and replenish office inventory including forms and brochures.
• Assist with travel arrangements and related paperwork.

Student Support
• Ensure that iPads are fully charged and operational, coordinate iPads at the front desk for student data entry, and make sure that student clients complete the necessary forms for intakes, follow-ups, satisfaction surveys and psychiatric appointments as needed.
• Ensure that paperwork is completed by all students prior to their appointments as per counselor instructions.
• Process medical leave of absences in Banner (completing Banner holds), as well as entering no-show fees for students through Banner on a regular basis when directed to place charges on accounts. Will remove holds and fees on Banner as needed, in consultation with the Director.
• Respond to requests for records in consultation with the Director or with the treating counselor.
• Make sure that an appropriate Release of Information (ROI) is on file in Titanium for the student and is current for students who are requesting records.
• Work with counseling staff and the Director to ensure that only appropriate materials are released to students and other requestors.

Preferred Qualifications
• Experience working in a heavily utilized office with sensitive and confidential services.
• Strong interpersonal and communications skills to work effectively with faculty, staff and students.
• Detail-oriented, organized and able to multi-task.
• Purchasing and budget management experience.
• Knowledge of Microsoft Office including Word, PowerPoint, and Excel.
• Knowledge of basic office procedures.
• Able to use sound judgment in complex situations.
• Able to follow up in a timely manner.

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.
• $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.
*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 SUNY Cortland employment offers eligibility for the Public Student Loan Forgiveness Program. For more information and to see if you qualify, visit https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service.

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.

How to Apply

Name Lorie Breed

Telephone 607-753-2302

Fax

Email Address lorie.breed@cortland.edu

Address

Street Graham Ave

City Cortland

State NY

Zip Code 13045

 

Notes on ApplyingSubmit an on-line employment application at https://jobs.cortland.edu/postings/9948.

For more information, or if you need assistance with the on-line application process, please contact the Human Resources Office, ext. 2302.