Administrative Assistant 1 (NY HELPS)

Administrative Assistant 1 (NY HELPS)

Company: State University of New York at Cortland

Type: Full-Time

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

Salary Determination: Starting salary rates are based on negotiated labor contracts.

Position Summary

Serves as the primary administrative support person for the Foundations and Social Advocacy Department in the School of Education.

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

Administrative Support and Reception

• Generate and track data related to enrollment, course curriculum, department correspondence, and department reports.
• Answer the telephone, respond to emails, and make appointments.
• Create and maintain files for newly admitted students, including removing files over seven years old and disposing of them per college policies.
• Create and modify departmental forms and brochures as needed.
• Coordinate special exam requests, assist in the completion of the department's course schedule, and contact adjunct personnel for part-time teaching/supervision.
• Attend department meetings and record minutes.
• Sort and distribute mail.
• Screen incoming correspondence and draft responses or reply to inquiries for information dealing with the Inclusive Childhood Education, Teaching Students with Disabilities, and Educational Leadership programs.
• Respond to applicants who wish to apply for adjunct teaching positions and to individuals who inquire about procedures, general questions about the department's programs and to faculty regarding office matters.
• Provide administrative support for department searches, including: submitting vacancy announcements, organizing files, arranging hotel accommodations, preparing candidates on-campus interview schedules and submitting travel reimbursements for candidates.
• Track the submission of final grades.
• Adhere to all office procedures to support the efficient flow of work materials and to ensure timely processing of requests.
• Serve as the webmaster for the Foundations and Social Advocacy Department.
• Provide office support to the School of Education Dean's Office on an as-needed basis.

Budget and Procurement

• Oversee departmental and annual budgets, including compiling financial data, reconciling procurement card transactions and processing all purchasing requisitions.
• Maintain an inventory of equipment and order supplies when necessary.
• Process appointment and travel forms.

Department Chair and Faculty Support

• Provide secretarial and administrative services to faculty members and the department chair.
• Assist the department chair with the orientation of new faculty.
• Prepare new faculty offices (order computers, phones, keys, name plates and special equipment as needed).
• Support the department chair and department coordinators with student registration, including lifting necessary flags during registration.
• Serve as the department chair's designee to approve part-time and full-time faculty members' monthly time sheets, book orders and final exams requests.
• Assist faculty with textbook requisitions as necessary.

Student Support

• Supervise and delegate tasks to work study and graduate assistants.
• Respond to students' inquiries about department programs, course offerings, schedules and registration procedures.
• Assist in supervision assignments for student teaching and arrange meetings.
• Support the Educational Leadership internship application process (e.g. prepare student folders for supervisors, support student registration, etc.).
• Assist Educational Leadership candidates with applying for NYSED certification through the TEACH website.
• Reply to inquiries concerning certification, programs available at SUNY Cortland, program requirements for undergraduate and graduate program, etc.

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...
• Section 70.1 Transfer to Administrative Assistant 1, SG 11: ...
• Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8: ...
• Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10: ...

For information regarding the transfer options... Civil Service Career Mobility Office Website

For information regarding the Administrative Assistant Traineeship... NYS & CSEA Partnership website

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)...

NON-COMPETITIVE QUALIFICATIONS- ...

Administrative Assistant Trainee 1 (NS Salary Grade 8 $40,391): Six months of experience...

Administrative Assistant Trainee 2 (NS Salary Grade 10 $45,081): One year of experience...

Administrative Assistant 1, Salary Grade 11 $47,695: Two years of experience... Substitution: Certification... or associate's degree*...

About the University

A top public university... [full text abbreviated for brevity, but include key points]

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...

Job Close Date: 04/11/2026
Posting Number: S25102
Review Start Date: 03/26/2026