Position Summary:
The Administrative Assistant 1 (AA1) position ensures the efficient operation of the Center for Teaching and Learning ( CTL ) and Faculty Development Committee ( FDC ) by performing a wide range of administrative tasks related to correspondence, files and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. Work schedule is Monday through Friday 8:00am-4:30pm.
Salary Range: $40,391-$47,695
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Major Responsibilities:
Office Operations and Communication
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.
Maintain and optimize digital and physical filing systems using OneDrive to ensure data integrity and accessibility.
Update CTL website content and digital assets as directed.
Monitor office equipment functionality and coordinate necessary repairs.
Award and Grant Administration Support
Coordinate and monitor submissions for Small Grants, Faculty Teaching Development Awards, Teaching Innovation Grants, Rozanne Brooks ICDA Award, and other recognition programs.
Coordinate scheduling and the gathering of materials from faculty nominees, mentors, and committees.
Collect and distribute application materials.
Program and Event Coordination
Coordinate logistics for CTL meetings, workshops, and faculty development programs, including room reservations, ASC / CAS catering, and material preparation.
Provide on-site support for events, including attendance tracking and material distribution.
Maintain and synchronize event calendars and schedule appointments for multiple stakeholders.
Procurement and Financial Support
Execute supply and book orders in strict accordance with SUNY procurement procedures.
Monitor CTL and FDC accounts, reconciling monthly documentation for Purchasing and Accounts Payable.
Process payments for programming and facilitate travel expense reports for staff.
Required Qualifications:
Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.
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)
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:
Familiarity with the SUNY Cortland community
Experience working with education, particularly Higher Education
