Administrative Assistant 1, Physical Education (NY HELPS)

Duties Description Position Summary:
The Administrative Assistant I provides administrative services to a teacher education program that includes 20+ faculty members, an equipment room manager, office assistant, and the department chair. Critical tasks involve a variety of document creation/preparation related to course curriculum, department correspondence, department reports, as well as organizational tasks such as answering the telephone, scheduling appointments, and organizing the office and department files.

Hours for this position are 8:00 a.m. to 4:30 p.m., Monday through Friday.

Salary: $40,391-$47,695 dependent on experience.

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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 & Office Support
• Provide administrative support and document preparation for 20+ faculty and the Department Chair.
• Assist the Office Assistant 1 with managing phones, scheduling, office organization, and departmental correspondence.
• Facilitate daily tasks for student work-study employees.
• Attend department meetings and record official minutes for distribution.
• Coordinate department events such as the annual Senior Farewell, Annual Student Teacher Supervisor Meeting and Portfolio Showcases.
• Utilize the Event Management System to reserve multi-space facilities like gyms and field houses.
• Assist with the annual revision of departmental manuals.
• Maintain a working knowledge of the department's curriculum and program requirements to provide correct information as one of the department's main contacts.
• Collaborate with the Department Chair on semester schedules, space needs, and course conflicts.
• Assist the Department Chair with processing Curriculog forms and guide faculty through procedure changes.

Faculty and Departmental Support
• Partner with the Dean's Office to track temporary service and adjunct needs.
• Complete annual temporary service and adjunct appointment paperwork per Human Resources guidelines.
• Organize department searches, submit vacancy announcements, organize files, arrange hotel accommodations, set up candidates' on-campus interview schedules, and submit reimbursements for candidates.
• Respond to a variety of inquires, such as applicants who wish to apply for adjunct teaching positions, individuals who inquire about departmental procedures, and to faculty with questions or concerns.

Student Services
• Respond to prospective students and applicant questions about Physical Education programs.
• Resolve student registration errors during drop/add periods.
• Collect change of major applications, track status in Excel, and route to the Department Chair and Office Assistant I.
• Collect and monitor PED 349/499 forms for completion and collect final grades from faculty.
• Coordinate student department awards, including those for Honors Convocation. Solicit nominations, collect applications, provide pertinent information to committees, collect recipient information to notify students, and prepare appropriate letters and certificates.

Budget and Procurement
• Process travel requests for 20+ faculty and the Department Chair.
• Gather and organize data for the annual department budget.
• Reconcile monthly procurement cards and process employee travel reimbursements.
• Purchase department supplies and track inventory with the Equipment Room Manager.

Knowledge, Skills & Abilities:
• Attention to detail, with a focus on accuracy and consistency when processing and reviewing information
• Knowledge of SUNY Cortland and Academics
• Effective problem-solving and critical-thinking skills to identify issues.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Proficiency in using standard office software and systems to manage communications, track information, and complete administrative tasks.
• Proficiency in Microsoft Office applications.

SUNY Cortland:
A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine's "Best Colleges for Your Money List," fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.


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 the 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:

For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the 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).
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.

Preferred Qualifications:
• Experience with a large academic department & teacher education programs


Additional Comments The State University of New York 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.

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


Some positions may require additional credentials or a background check to verify your identity.

Name BillieJo Harris


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Fax


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Address

Street Graham Ave


City Cortland


State NY


Zip Code 13045


Notes on Applying Submit an online employment application at For more information or if you need assistance with the online application process, please contact the Human Resources Office, ext. 2302.