Administrative Assistant 1 (NY HELPS), Financial Aid Office

Summary:

The Administrative Assistant 1serves as the primary administrative support for the Financial Aid Office and staff. This position provides key operational coordination, assists with budget oversight, and high-level customer service. This position maintains strict confidentiality with sensitive information and requires working independently with minimal supervision.

Schedule: Monday through Friday, 8:00am to 4:30pm

Salary: $42,209-$49,841

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. 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:

Office Management and Administrative Support

• Serve as the office manager for the Financial Aid Office, ensuring the efficient day-to-day operation of the department.
• Purchase office supplies and materials using procurement cards and purchase requisitions; reconcile expenditures and maintain accurate purchasing records.
• Monitor and maintain office inventory levels and coordinate replenishment of supplies.
• Coordinate maintenance contracts and service requests for office equipment and technology.
• Submit and monitor facility and equipment work orders.
• Provide comprehensive clerical and administrative support to Financial Aid Office staff.

Calendar, Meeting, and Travel Coordination

• Manage office and staff calendars, including scheduling appointments, meetings, and special events.
• Coordinate travel arrangements and related logistics for office personnel.
• Prepare meeting agendas, record and distribute meeting minutes, and maintain meeting documentation.
• Support committees and workgroups through coordination of meetings, communications, and related administrative activities.

Financial Aid Process Administration

• Manage the Satisfactory Academic Progress (SAP) Appeal process, including tracking submissions, monitoring required documentation, updating student records, and communicating appeal decisions.
• Assist with the loading and processing of electronic student and financial aid data files.
• Review daily, weekly, and bi-weekly processing reports to ensure accurate and timely completion of financial aid activities.
• Generate, print, and distribute financial aid notifications, including award letters, tracking communications, and requests for additional information.
• Support special projects and operational initiatives as assigned by the Financial Aid leadership team.

Customer Service and Communication

• Manage the Financial Aid Communication Committee and office communication calendar to ensure timely and accurate dissemination of information to students and the campus community.
• Provide front-desk, telephone, and email support while maintaining a high standard of customer service and confidentiality.
• Respond to inquiries from students, parents, and campus stakeholders regarding application procedures, eligibility requirements, deadlines, documentation, and office policies.
• Manage shared email communications, route inquiries appropriately, and ensure timely follow-up and resolution.
• Schedule advisor appointments and document student interactions as required.

Document Processing, Records Management, and Student Follow-Up

• Process incoming documents received through mail, email, fax, and electronic submission.
• Review documentation for completeness and accuracy and request additional information when necessary.
• Enter, update, and maintain student information within university systems, including Banner and related applications.
• Scan, index, and maintain electronic records in accordance with established procedures and record retention requirements.
• Monitor outstanding financial aid requirements and generate reports to identify students needing follow-up.
• Communicate with students via email, phone, and other approved methods to facilitate completion of financial aid applications and required documentation.
• Assist with bulk mailings and outreach efforts that support student engagement and successful completion of the financial aid process.

Knowledge, Skills & Abilities:

• Exceptional organizational and technology skills.
• Excellent interpersonal skills.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Ability to manage complex situations.
• Ability to work independently and as part of a team.
• Problem-solving and critical-thinking skills to identify issues.
• Attention to detail, with a focus on accuracy and consistency when processing and reviewing information.
• Skill in using computer applications, database systems, and office productivity tools.

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

Required Qualifications:

Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.

• 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 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.

• $42,209 (Trainee 1- NS equated to SG-8)
• $47,110 (Trainee 2- NS equated to SG-10)
• $49,841 (Full Performance level SG-11)
• 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 $42,209):

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 $47,110):

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 $49,841:

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 working within a college or university setting and interacting with a diverse student population.

Effective written and verbal communication skills.

Strong organizational and record-keeping skills, with the ability to maintain accurate and accessible files.

Solid understanding of FERPA principles, and college policies regarding the handling of confidential student information.

Additional Information

EEO Statement:

SUNY is committed to providing equal employment opportunities to all applicants, including individuals with disabilities. Applicants who require a reasonable accommodation to participate in the application, interview, or hiring process may request an accommodation by contacting our HR ADA Coordinator in Miller Room 302, 607-753-2302, hr@cortland.edu. Requests for accommodation will be considered consistent with applicable law. This process is separate from, and does not require, any voluntary self-identification of disability status.

PSLF Eligible:

SUNY Cortland employment offers eligibility for the Public Student Loan Forgiveness Program. 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.