Administrative Assistant 1 Research and Sponsored Programs Office

Summary

This position is a full-time position working 37.5 hours per week and will work to support SUNY Cortland Research and Sponsored Programs Office functions. This individual will support both the Director and Associate Director of Grant Management in post-award processing, correspondence, and administration. Additionally, this individual provides programmatic support to the Institutional Review Board, the College Research Committee, and the Undergraduate Research Council. The schedule for this position will be Monday-Friday 8:00 a.m.-4:30 p.m.Watch to learn more about careers at SUNY Cortland:https://vimeo.com/1022543894Major Responsibilities:Purchasing and Accounts Payable

• Process and reconcile internal accounts.
• Process and reconcile Research and Sponsored Programs Office (RSPO) credit card purchasing account.
• Assist faculty researchers with purchase requests and ordering of project materials.
• Prepare, monitor, and process RF travel reimbursements and advance requests, all other than personal services (OTPS) purchase requisitions, and vendor payments to ensure purchases are allowable, allocable, and reasonable.
• Maintain vendor list and process payments to vendors.
• Manage accounting and internal purchases for Faculty Research Program, Dean’s travel, and membership accounts.
• Prepare grant award finalization paperwork.
• Manage Report Center and Oracle access for faculty.
• Coordinate and notify property control for eligible equipment purchases.
• Assist with Property Control Service reconciliation/audit.Administrative Support
• Provide reception service including answering phones, taking messages, scheduling meetings, referring callers to appropriate sources, and making follow up calls as well as greeting walk-in clientele for the Director of Research and Sponsored Programs, the Associate Director for Grant Management, and the Grants Development Specialist.
• Monitor email accounts and respond as necessary for the Research and Sponsored Programs Office, Institutional Review Board, and Undergraduate Research Council, including forwarding messages to appropriate person for a response.
• Schedule meetings for the Institutional Review Board, and Undergraduate Research Council, and College Research Committee and attend meetings to take meeting minutes.
• Maintain the websites for the Research and Sponsored Programs Office, Institutional Review Board, and Undergraduate Research Council
• Processes Student Progress and Undergraduate Research (SPUR) and Travel grants for the Undergraduate Research Council.
• Maintain Institutional Review Board (IRB) records and notify researchers of protocols about to expire.
• Manage IRB application submissions and assign protocols to board members for review.
• Maintain faculty files for CITI certifications and Conflict of Interest certifications to ensure compliance and follow up with faculty when certifications are nearing expiration.
• Prepare and send IRB approval letters and revision requests to researchers.
• Manage the application process for the Faculty Research Program and the Di Nardo Award.
• Manage the application process for the Summer Research Fellowship Program in coordination with the Undergraduate Research Council.
• Assist with preparation for the Excellence in Research, Scholarship, and Outreach Awards ceremony each year.
• Maintain general office files and inventory for the Research and Sponsored Programs Office
• Processes catering requests and room reservations for the Research and Sponsored Programs Office, Institutional Review Board, and Undergraduate Research Council, and College Research Committee events.Preferred Qualifications:
• Experience with Accounts Payable and Accounts Receivable
• Experience with Oracle
• Experience with managing multiple competing prioritiesKnowledge, Skills, and Abilities:
• Ability to take initiative in implementing processes.
• Effective communication skills including oral, written, and proofreading skills.
• Demonstrated ability to work independently.
• Demonstrated ability to prioritize and execute multiple projects simultaneously and to meet goals and deadlines.
• Demonstrated ability to work collaboratively with people at all levels across the organization.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.cfmFor information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website: https://nyscseapartnership.org/administrative-assistant-traineeshipCandidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.
• $40,391 (Trainee 1- NS equated to SG-8)
• $45,081 (Trainee 2- NS equated to SG-10)
• $47,695 (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 $40,391):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
• Administrative Assistant Trainee 2 (NS Salary Grade 10 $45,081):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 $47,695: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.SUNY Cortland employment offers eligibility for the Public Student Loan Forgiveness Program (PSLF). 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.The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.