Position Information

NY HELPNo

AgencySUNY Cortland

TitleAdministrative Assistant 2, Human Resources Office

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $59787 to $59787 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? Yes

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? No

Location

County Cortland

Street Address Graham Avenue

City Cortland

StateNY

Zip Code13045

Job Specifics

Duties Description Summary:

The Administrative Assistant 2 will serve as the principle administrative support to the Human Resources Office, notably the Associate Vice President for Human Resources and the Associate Director of HR, and other staff as needed. They will maintain files, budgets, calendars, schedule meetings and training, process travel reimbursement and appointment/continuing appointment forms for UUP employees and volunteers, and support employee onboarding and engagement programs.



Major Responsibilities:

Administrative Support
Perform and/or coordinate administrative support activities for the HR Office, the associate vice president for human resources and other staff as needed.
Administrative support includes, but is not limited to scheduling meetings, preparing materials for scheduled meetings, word-processing, taking meeting minutes, answering phones, and filing.
Maintain the electronic monthly HR Activity Calendar and send reminders to staff regarding the tasks outlined in the calendar.
Maintain a spreadsheet of current HR and Payroll systems, users, and administrators.
Maintain and update the HR and key campus contacts list.
Manage travel including making travel arrangements and processing paperwork for travel authorizations and reimbursement.
Assist in the preparation and updating of policies and procedures for distribution to the campus.
Respond to basic benefit questions as needed.
Serve as a backup to the Office Assistant 2 to greet visitors, answer phones, direct calls, process incoming/outgoing mail, check the HR email, and respond to voicemail, etc.
Supervise any assigned work study students.

Budget, Procurement and Contracts
Track spending to ensure expenditures do not exceed established budgets.
Utilize a Pcard to make purchases, prepare purchase orders, and process invoices.
Track contract expiration dates.

Appointment
Prepare and process UP3 forms and track all permanency and continuing appointment forms for the UUP employees consistent with the Policies of the Board of Trustees and SUNY System Administrations procedures.
Prepare and track all unclassified faculty and staff presidential offer and re-appointment letters consistent with the rules and regulations that accompany each appointment type.
May prepare other employment related letters including those related to compensation, promotion, leaves and resignation.

Employee Onboarding and Engagement Programs
Coordinate the onboarding of new HR and Payroll staff including ensuring technology is set up, orientations and meetings are scheduled, and administrative items are completed.
Update and manage the Live In Cortland website and regularly publicize the program to the campus community.
Assist with the Classified Staff Service Awards Ceremony to help plan and coordinate the event. Work with the Service Awards Committee to ensure campus community announcements, reservations, programs, awards and gifts, catering, and entertainment needs are met and payments are processed.
Provide administrative support for employee onboarding and engagement programs as needed.

Learning and Development
Reserve training rooms, send training announcements on Communicator, process participant reservations, arrange for technology, process vendor payments, coordinate catering needs, and attend programs as a representative of the HR Office as needed.

Appointment
Prepare and process UP3 forms and track all permanency and continuing appointment forms for the UUP employees consistent with the Policies of the Board of Trustees and SUNY System Administrations procedures.
Prepare and track all unclassified faculty and staff presidential offer and re-appointment letters consistent with the rules and regulations that accompany each appointment type.
May prepare other employment related letters including those related to compensation, promotion, leaves and resignation.

File Maintenance
Ensure personnel files are created and maintained according to office procedures and compliance regulations.
Partner with other HR and Payroll administrative support staff to ensure all personnel files are correctly scanned into OnBase.
Maintain grievance, disciplinary, labor management, and other files as needed.

Service
Attend at least 3 events on campus per year. One event will be directly related to Diversity, Equity, and Inclusion (DEI), and the other events can be determined by the employee including events such as lunch and learns, training and speaking events, performance events, sporting events, etc.
Serve on committees including search committees, as needed, and as applicable to role.

Minimum Qualifications Appointment to this position could be a permanent competitive appointment or a provisional 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 list for this title, you will receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.
70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Program Aide, Library Clerk 3, Office Assistant 3, OA 3 Calculations, OA 3 Human Resources, or Administrative Assistant 2.

Additional Comments Preferred Qualifications:
Demonstrated ability to manage time effectively
Effective oral, written and presentation skills
Demonstrated knowledge of Microsoft Word, Excel and PowerPoint
Demonstrated interpersonal skills to work effectively with faculty, staff and students
Demonstrated ability to solve problems and organize work
Demonstrated attention to detail
Demonstrated knowledge of standard office procedures
Demonstrated ability to maintain confidentiality
Three years of experience in administrative support which includes use of office software such as Excel, Outlook, PowerPoint and WORD
Customer service and business writing experience

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Lorie Breed

Telephone 607 753 2302

Fax 607 753 5994

Email Address lorie.breed@cortland.edu

Address

Street Graham Avenue

City Cortland

State NY

Zip Code 13045

 

Notes on ApplyingSubmit an on-line employment application at https://jobs.cortland.edu/postings/10032
For more information, or if you need assistance with the on-line application process,
please contact the Human Resources Office, ext. 2302.