Review Vacancy
TitleAdministrative Assistant 1, SG 11 Sociology/Anthropology
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $47695 Annually
Duties Description Summary:
The administrative assistant 1 for Sociology/Anthropology Department serves as office manager and is responsible for the day-to-day administrative operations. The role provides front-line support to students, faculty, staff, and campus visitors. The work location is in Moffett Center. Hours are Monday – Friday, between 8 am – 4:30 pm.
Watch to learn more about careers at SUNY Cortland:
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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:
Front Office and Visitor Support
Greet all visitors, including students, faculty, administrators, and guests to campus.
Answer questions and resolve routine issues or concerns.
Answer telephones, make appointments, and maintain overall office organization.
Department Office Management
Serve as office manager for the Sociology/Anthropology Department.
Provide administrative support to faculty and the department chair.
Type and prepare documents related to course curriculum, department correspondence, and reports.
Screen incoming correspondence; draft responses or reply to general program inquiries.
Prepare materials for departmental meetings, attend meetings, and compose minutes.
Organize and support departmental social events.
Maintain and update calendars with important student and faculty deadlines.
Submit work orders and duplicating requests.
Sort and distribute departmental mail.
Reserve classroom and event spaces as needed.
Communicate with department majors via listservs.
Serve as the department webmaster, updating the website as needed and posting faculty-submitted content to the department’s Instagram account.
Event and Student Recruitment Support
Provide administrative support for Fall and Spring Open Houses.
Assist with student recruitment and orientation efforts.
Budget and Procurement
Assist the Department Chair in managing department finances.
Compile information for the annual budget report.
Reconcile the department budget monthly.
Manage purchasing, reconcile the procurement card, and submit monthly statements.
Prepare, review, and track faculty travel and expense reimbursements.
Purchase, track, and maintain office supplies and equipment.
Faculty and Student Worker Support
Assist the Department Chair in managing personnel-related tasks.
Support faculty recruitment, including advertising, organizing candidate files, arranging interviews, preparing correspondence, and coordinating receptions.
Prepare travel reimbursements for candidates.
Complete appointment and reappointment forms for new and part-time faculty.
Assign and organize office space; coordinate technology, telecommunications, and signage for new faculty.
Maintain accurate personnel records, including reappointment/promotion portfolios, seniority and tenure lists, and sabbatical eligibility.
Request and process faculty Course Teacher Evaluations (CTEs).
Hire, supervise, schedule, and approve time sheets for student workers.
Academic and Curriculum Support
Assist in preparing the department’s course schedule.
Process curriculum forms and support faculty in following appropriate curriculum procedures.
Access student records using Banner, Degree Works, OnBase, and Argos to retrieve files and generate department reports.
Assign and generate faculty advisee lists and coordinate new student assignments.
Assist students with online registration by verifying eligibility for restricted courses and lifting flags when appropriate.
Process academic forms such as change of major requests, Degree Works course exceptions and substitutions, degree conferrals, and course creation forms.
Internship Program Assistance
Support the Internship Coordinator as needed.
Post announcements and email application instructions.
Generate eligibility lists and update spreadsheets with current GPA, major, and contact information.
Email eligible student lists to the coordinator.
Prepare and distribute acceptance/rejection letters.
Assist with internship registration, including flag lifting and related tasks.
Minimum 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/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.*.
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.