Administrative Assistant 1 (NY HELPS)

Administrative Assistant 1 (NY HELPS)

Position Details

Budget Title - Administrative Assistant 1 (NY HELPS)

Campus Title - Administrative Assistant 1 (NY HELPS)

School/Division - Academic Affairs, Division of

Department - Sport Management

Staff Sub-Type - Staff & Administration

Salary Level - SG011

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

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

Position Effort - Full-Time

Position Summary - The Administrative Assistant 1 (AA1) ensures the efficient operation of the Sport Management Department by managing core administrative, faculty, and fiscal workflows. Operating as the primary point of contact, this role oversees front-office customer service, coordinates departmental communication, maintains critical student and alumni databases, and compiles operational reports. This position provides comprehensive logistical support to faculty, administers budget tracking and procurement processes, and serves as the sole departmental representative during low-activity periods. Schedule: Monday through Friday, 8:00 a.m. to 4:30 p.m. Salary: $40,391-$47,695

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. 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 - Departmental Operations and Support Serve as the primary point of contact for the office, greeting visitors and responding to inquiries via phone and email with professional assistance. Draft, compose, and distribute official correspondence, announcements, reports, and meeting minutes. Organize and maintain electronic and physical departmental files, student records, syllabi, and alumni tracking databases. Assign academic advisors to students in consultation with the department chair. Generate enrollment, applicant, and internship reports while maintaining office and instructional equipment inventories. Assist with departmental searches. Act as the sole departmental representative during low-activity periods (e.g., summer) when faculty are away. Monitor office equipment functionality and coordinate necessary repairs. Faculty Support Coordinate routine faculty support services, including correspondence handling, duplication, and instructional assistance. Manage competing deadlines and short-lead-time requests efficiently, using submission order or department chair discretion to determine priority. Budget and Procurement Process any departmental or faculty forms, including travel reimbursements and standard vouchers. Order and maintain sufficient stock of office supplies and forms. Monitor department budget via online processes. Utilize and reconcile office P-card consistent with purchasing guidelines to make purchases, prepare purchase orders, and process invoices. Professional Growth and Development Maintain and improve basic skills to meet the responsibilities of the position in a professional manner. Demonstrate initiative and willingness to expand beyond capabilities and skills considering new technologies and software.

Functional and Supervisory Relationships - Reports directly to the department chair. Works closely with the chair, faculty in the department, students in the department, and the Dean's Office.

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. 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 NYSCSEA 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 NYSCSEA 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 (NYHELPS). For the duration of the NYHELPS 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 NYHELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NYHELPS title, employees may take part in any promotion examination for which they are qualified. NON-COMPETITIVE QUALIFICATIONS - To be considered for appointment through NYHELPS, 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 SUNY systems. Strong customer service background. Experience handling confidential information.

Knowledge, Skills & Abilities - Proficiency in advanced office administration and clerical procedures to ensure seamless operations. Strong understanding of SUNY procurement, accounts payable workflows, and fundamental budget reconciliation. Proven aptitude for independently mastering new software systems and evolving institutional procedures. Effective verbal and written communication, including professional email etiquette and clear phone skills. Demonstrated ability to manage calendars, coordinate schedules, and keep digital and physical files in order. Strong attention to detail and organizational skills. Prioritize tasks effectively to meet deadlines in a busy environment. Ability to manage multiple tasks simultaneously without losing focus or quality. Demonstrated knowledge of MS Office, including Word, PowerPoint, and Excel. Demonstrated ability to work independently and as part of a team. Demonstrated interpersonal skills to work effectively with faculty, staff and students. Strong organizational and record-keeping skills, with the ability to maintain accurate and accessible files.

About the University - 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 1