"Program Administrative Assistant"

Position Summary

The Research Foundation for SUNY at Cortland is seeking a full-time Program Administrative Assistant to support the Migrant Education and Tutorial Services (METS) Program at SUNY Cortland. This position plays a key role in ensuring the smooth and efficient operation of the METS office by providing comprehensive administrative support to the program and its director. Responsibilities include managing personnel paperwork, assisting with the compilation and submission of program reports, and tracking budgets and expenditures. The position offers some flexibility for remote work. This is a temporary position that is currently grant funded for 1 year, 9/1/2025-8/31/2026. Continuation of appointment depends on available grant funding.

As a Research Foundation employee at SUNY Cortland, this position includes yearly cost of living increases and access to professional development opportunities. This position also includes retirement benefits, attractive Health Care options, including dental and vision insurances, and paid parental and family leaves. This position also offers paid time off and supports a work/life balance.

Major Responsibilities

• Support functions and responsibilities required in METS office
• Perform general office duties including answering the telephone, opening mail, greeting visitors, handling routine items, researching and/or gathering information for direct response or for the program director's response, scheduling and coordinating meetings, copying, collating, and faxing, ordering and organizing supplies and materials, filing
• Coordinate resources, establish and maintain office procedures
• Monitor and maintain financial records of grant budgets and expenditure
• Process invoices, time sheets and travel reimbursements
• Process and prepare financial reports and reconcile accounts under the direction of the program director
• Compile and complete reports for the program as needed
• Process, prepare, maintain and update personnel forms in accordance with Research Foundation and NYS requirements
• Create and implement summer programming for school aged children under the guidance of the program director
• Organize METS program recruitment efforts
• Create, monitor and implement additional parent outreach efforts through correspondence, workshops, and virtual training
• Schedule, monitor and update on-boarding of new employees with the Human Resources Office and NYS required training and modules while simultaneously working with the NYS MEP support team to reconcile personnel data.
• Assist in the planning, preparation and facilitation of meetings, workshops and special events; preparation includes but is not limited to making reservations, ordering food, paying bills and invoices, table clean up, and administrative duties in support of the meeting, event, or workshop
• Order, organize and compile educational and instructional materials
• Update and maintain the local METS website at SUNY Cortland
• Complete annual and ongoing training provided by NYS MEP and SUNY Research Foundation
• Participate in local and state professional development opportunities as assigned by the program director

Functional and Supervisory Relationships

Reports to the program director. Provides support to the educational tutors and works closely with the data specialist in the office. Interacts with public school staff, families, community agencies/programs, and SUNY staff.

Required Qualifications

High School diploma or its equivalent with a minimum of 2 years of office experience work-or- an associate's degree in administrative support, services, clerical, and/or business administration with 1 year office experience work. Demonstrated use of software programs such as Microsoft Office, including Excel, and Word in addition to the use of virtual platforms and databases.

Preferred Qualifications

Experience with publishing software; Experience working in a higher education environment; Prior experience working with NYS and/or federal grants; Demonstrated experience working with expenses and budgets

Knowledge, Skills & Abilities

Effective interpersonal skills; Effective communication skills; Demonstrated computer skills, Microsoft Word, Excel and emailing functions; Virtual platform experience; Ability to build positive working relationships; Ability to be flexible and balance several tasks concurrently; Attention to detail; Demonstrated experience working with expenses; Demonstrated ability to work independently under supervision, as well as part of a team