What are the responsibilities and job description for the Program Aide position at State University of New York, Cortland?
The Program Aide assists the Director and three Field Placement Coordinators with the compilation, organization, and analysis of data related to Student Teaching, Early Field Experience, and the Online Coaching Program each semester.
Schedule: Monday through Friday, 8:00 am to 4:30 pm
Salary: $55,817 annually
Watch to learn more about careers at SUNY Cortland:
Schedule: Monday through Friday, 8:00 am to 4:30 pm
Salary: $55,817 annually
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
Records and Data Management
- Prepare data and reports to support program analysis for all programs and annual reports.
- Monitor and evaluate data for deficiencies and assist in correcting problems.
- Maintain and regularly update departmental forms in Formstack and databases (including Watermark and Excel) to ensure accurate and current information for students, teachers, school districts, administrators, and other placement partners.
- Review, update, and maintain placement forms in Formstack to ensure accuracy and consistency with current program requirements.
- Maintain accurate placement and program records in accordance with New York State Education Department requirements and established departmental procedures.
Budget and Procurement
- Manage departmental purchasing, including ordering supplies and materials, and reconcile the P-card monthly to ensure accurate and timely financial reporting.
- Monitor annual budget expenditures and maintain accurate financial records for mentor teacher stipends and the department’s operating budget.
Administrative and Office Support
- Work closely with the director to recruit, train, and oversee clerical employees; prioritize and assign duties; establish effective workflows to support effective office operations.
- Review and revise departmental policies and procedures annually to ensure that practices and documentation remain current and effective.
Field Experience School Partnerships (FESP) Website and Campus Communicator
- Update forms/documents housed on the FESP website.
- Send Communicator emails regarding student teaching opportunities and other items related to the FESP office.
Functional and Supervisory Relationships
- Reports directly to the Director of Field Experience.
- Works closely with the Field Placement Coordinators, administrative staff, and other campus offices.
Required Qualifications
Appointment to this position could be a permanent competitive appointment or a permanent non-competitive 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 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: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1, Office Assistant 3, or Administrative Assistant 2 title.
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 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: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1, Office Assistant 3, or Administrative Assistant 2 title.
2. 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 this time, agencies may hire employees into temporary appointments. In May 2024, if the employee is satisfactorily performing, the appointment will be changed from temporary to permanent non-competitive and the official probationary period will begin.
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. The qualifications are: Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.
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 this time, agencies may hire employees into temporary appointments. In May 2024, if the employee is satisfactorily performing, the appointment will be changed from temporary to permanent non-competitive and the official probationary period will begin.
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. The qualifications are: Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.
Preferred Qualifications
- Extensive knowledge/experience working in higher education.
- Experience with institutional procurement.
- Advanced proficiency in data tools, specifically with hands on experience using Excel, Formstack, and Watermark.
- Strong data auditing skills, with a proven ability to identify data discrepancies, troubleshoot system errors, and maintain complex databases.
Knowledge, Skills & Abilities
- Effective verbal and written communication, including professional email etiquette and clear phone skills.
- Demonstrated ability to manage calendars, coordinate schedules, and keep digital and physical files in order.
- Strong attention to detail and organizational skills.
- Proficient in Microsoft Office programs.
- Knowledge of data management principles.
- Skill in using content management systems to update websites.
- The ability to audit large sets of data, catch subtle deficiencies, and maintain flawless records.
About the University
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.
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.
Job Close Date
10/14/2026
Salary : $55,817