Review Vacancy
TitleAdministrative Assistant 1, SG 11 Geography and Philosophy
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $47695 Annually
Duties Description Summary:
This administrative assistant position provides a student-facing support role for students pursuing degrees or general education courses in Geography and Philosophy. The position also provides support for faculty administrative, scholarship, and community outreach needs. Hours are Monday – Friday, between 8am – 4:30pm.
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Major Responsibilities:
Administrative Support
-Update and provide information resources for both Philosophy and Geography departments and related programs (i.e. budget, record keeping, and filing).
-Order CTEs each semester in consultation with faculty. Prioritize work assignments according to the needs of the Philosophy and Geography departments. Take notes at department meetings.
-Organize, follow up and expedite various tasks such as maintenance and repair orders, key requests, ordering office supplies, and ongoing projects.
-Remain informed on matters concerning latest information and technology directly related to position (i.e. Banner, Microsoft Word, e-mail, voice mail, and corresponding training).
-Utilize Banner/Argos database system to input and retrieve student and faculty information for both departments.
-Assist Chairs with orientation of new staff (including office machines and Banner systems).
-Utilize Human Resources system to post and process faculty/adjunct positions. Assist with faculty searches as directed by Chair.
-Update bulletin boards for Geography and Philosophy as needed.
-Utilize course creator to assist with course building and make changes as necessary.
-Assist in scheduling meetings and scheduling rooms for events.
-Print awards, certificates for Honors Convocation, Sophia’s Garden, Ethics Institute.
-Compile data for reports as requested.
-Support CEPS and programs of CEPS (e.g., Sophia’s Garden).
Communication
-Provide telephone and office reception for both Philosophy and Geography departments. Also other departments upon request by dean, department chair, or secretary.
-Sort and distribute mail.
-Maintain and update websites for both departments.
Budget and Procurement
-Keep records for both departments’ p-card and budget, as well as CEPS reimbursements.
Student Support
-Represent both Geography and Philosophy departments to the students and public on both departmental and programmatic questions (e.g. registration, change of major/minor, withdrawal process, etc.). Conduct drop/add course-scheduling process each semester for both departments. Act as secretarial liaison between administration, other academic departments, and outside agencies.
-Assign advisors to new students and track faculty’s advisee load for even distribution of advisees.
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 (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. 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.