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Duties Description Position Summary:
The Administrative Assistant 1 serves as the primary administrative support to the Director, Associate Directors, Assistant Directors, and Graduate Assistants within the Campus Recreation Office. This role manages daily office operations, coordinates financial and procurement processes, oversees membership services, and ensures compliance with institutional and state policies. This position also provides professional customer service and administrative assistance while interacting with a diverse campus community, including students, alumni, faculty, staff, and their dependents.
Schedule: Monday-Friday 8:00 a.m. to 4:30 p.m.
Salary: $40,391-$47,695 dependent upon experience.
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 Office Support
• Report directly to and serve as primary administrative support for the Director of Campus Recreation.
• Provide administrative support for the Associate Directors, Assistant Directors, Coordinators, and Graduate Assistants, including scheduling meetings, preparing agendas, attending staff meetings, document preparation, scanning, copying, and filing.
• Serve as the primary point of contact for in-person, telephone, and email communications by responding to inquiries, providing program information, and directing individuals to appropriate staff members.
• Prepare and process appointment forms for athletic trainers, associate directors, assistant directors, coordinators, graduate assistants, and employees performing extra service.
• Maintain office supply inventory and coordinate replenishment as needed.
• Track and maintain professional performance programs and evaluations.
• Assist the Associate Director with room reservations for the Student Life Center. Accept room reservations and print weekly room cards for the front desk and custodial notifications.
Budget & Procurement
• Handle departmental procurement in accordance with New York State policies and procedures, including identifying approved vendors, generating purchase requisitions, and making procurement card purchases.
• Reconcile monthly procurement card transactions.
• Reconcile yearly budget for the Director and AVP to use in year-end reporting.
• Process travel advance requests and reimbursement vouchers for staff travel.
• Process and track Campus Recreation student worker incentive program (Rec Bucks) approvals and purchases.
Membership Services
• Provide Student Life Center memberships and locker rentals to eligible faculty, staff, retirees, alumni, dependents, faculty associates, and other approved individuals.
• Process and document point-of-sale transactions and recurring monthly membership payments through the Fusion facility management system, including payment updates and account maintenance.
• Verify eligibility and issue identification cards for membership participants.
• Process membership and locker refunds as needed.
• Place and remove holds on student accounts through the online bursar system.
• Promote membership and Student Life Center benefits for employees during onboarding and tabling events.
Operations & Compliance
• Manage the key system and work orders for the Student Life Center and Campus Recreation.
• Compile and pull student academic data from Banner to assist directors in verifying Sport Club participants' eligibility for sanctioned postseason competition by verifying academic standing, GPA, and other eligibility requirements.
• Follow institutional, SUNY, and New York State policies and procedures related to procurement, membership eligibility, and departmental operations.
Knowledge, Skills & Abilities:
• Proficiency in advanced office administration and clerical procedures to ensure seamless operations.
• Strong understanding of SUNY procurement processes, accounts payable workflows, and basic budget reconciliation.
• Proven ability to quickly learn and adapt to new software systems and evolving institutional procedures.
• Effective verbal and written communication skills, including professional email correspondence and telephone etiquette.
• Demonstrated ability to manage calendars, coordinate schedules, and maintain organized digital and physical records.
• Strong organizational skills, attention to detail, and the ability to prioritize competing responsibilities in a fast-paced environment.
• Ability to manage multiple projects simultaneously while maintaining accuracy and quality.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Demonstrated ability to work independently and collaboratively with faculty, staff, and students.
• Strong interpersonal skills and a commitment to providing excellent customer service.
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: 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)
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 campus recreation department.
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 https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service.
Some positions may require additional credentials or a background check to verify your identity.
Name BillieJo Harris
Telephone 607-753-2146
Fax
Email Address billiejo.harris@cortland.edu
Address
Street Graham Ave
City Cortland
State NY
Zip Code 13045
Notes on Applying Submit an online employment application at https://jobs.cortland.edu/postings/11413. For more information or if you need assistance with the online application process, please contact the Human Resources Office, ext. 2302.