Administrative Assistant ; 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
- Biological Sciences

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 provides comprehensive support to the Biological Sciences Department. This position manages daily office operations, coordinates course scheduling, and oversees budgets to support 12 full-time tenured and tenure-track faculty, four full-time lecturers, an Instructional Support Associate, 6–8 adjunct instructors, and 250+ students across 4 major programs. The role requires high organization, clear communication, and the ability to use specialized campus databases.

Hours for this position are 8:00 a.m. to 4:30 p.m. Monday through Friday. Salary: $40,391-$47,695 dependent upon experience.

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
- Department chair and administrative support:
Manage general correspondence, interdepartmental administration communications, mail distribution, and office phones, directing inquiries from students, parents, and visitors. Use specialized databases to create and schedule courses in coordination with Student Registration and Records Services, including creating specialized sections and assigning instructors to classes. Organize and secure campus space via the Event Management System for departmental events. Compile applicant files, communicate with candidates, coordinate interview schedules, and arrange on-campus itineraries for search committees.

Assist the chair with onboarding new full-time and adjunct faculty, including preparing job ads, managing the August Adjunct Group Ad, and submitting annual/semesterly appointment forms to the Dean. Input faculty-approved textbook orders via online system. Verify faculty, full-time-lecturer, and adjunct time records as authorized. Organize and secure department files, student records, and degree conferral checklists. Attend department meetings to record, transcribe, and distribute minutes.

Submit work orders, key requests, and faculty/lab transportation requests. Coordinate and cooperate with the Departmental Instructional Support Associate on shared tasks. Budget and Procurement:
Monitor department budget via online processes. Order computers, phones, keys, nameplates, and special equipment as needed. Support faculty searches by arranging lodging, travel arrangements and travel reimbursement. Utilize and reconcile office P-card consistent with purchasing guidelines to make purchases, prepare purchase orders, and process invoices. Process any departmental or faculty forms, including travel reimbursements and standard vouchers. Order and maintain sufficient stock of office supplies and forms.

Utilize specialized databases (Banner/Argos, Room Reservation System) and Microsoft Office to input student overrides, assign advisors, compile annual reports, archive syllabi, and manage web page updates. Order award plates for Tri-Beta and Honors Convocation. Work with the Departmental Instructional Support Associate on tracking expenditures. Faculty Support:
Compile faculty class schedules/office hours each semester and distribute to the Dean and post in the department snapshot book. Assign and track student advisees to ensure equal workloads. Oversee copier operations, scan or photocopy course materials, and submit work orders and key requests. Submit Course Teacher Evaluations to students as needed. Request funds for professional development and travel for faculty from the Cortland College Foundation Office.

Serve as a proxy to approve time records for faculty. Student support:
Complete the student hiring process through the Applicant Tracking System. Review and approve time records via the Time and Attendance System (TAS) for student workers. Assign…