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
- 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…