Administrative Assistant

Position: Administrative Assistant 1
Budget Title Administrative Assistant 1 (NY HELPS) Campus Title Administrative Assistant 1 School/Division Student Affairs, Division of Department Campus Recreation Office 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 If Part-Time, enter FTE:
Is this a temporary position? If Temporary, enter End Date:
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:

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

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…