Administrative Assistant 1, SG 8-11

About the role

The Administrative Assistant 1 serves as the primary administrative support to the Director, Associate Directors, Assistant Directors, and Graduate Assistants within the Campus Recreation Office. This role manages daily office operations, coordinates financial and procurement processes, oversees membership services, and ensures compliance with institutional and state policies. This position also provides professional customer service and administrative assistance while interacting with a diverse campus community, including students, alumni, faculty, staff, and their dependents.

Responsibilities

• Provide administrative support for the Associate Directors, Assistant Directors, Coordinators, and Graduate Assistants, including scheduling meetings, preparing agendas, attending staff meetings, document preparation, scanning, copying, and filing.
• Serve as the primary point of contact for in-person, telephone, and email communications by responding to inquiries, providing program information, and directing individuals to appropriate staff members.
• Prepare and process appointment forms for athletic trainers, associate directors, assistant directors, coordinators, graduate assistants, and employees performing extra service.
• Maintain office supply inventory and coordinate replenishment as needed.
• Track and maintain professional performance programs and evaluations.
• Assist the Associate Director with room reservations for the Student Life Center. Accept room reservations and print weekly room cards for the front desk and custodial notifications.
• Budget & Procurement: Handle departmental procurement in accordance with New York State policies and procedures, including identifying approved vendors, generating purchase requisitions, and making procurement card purchases. Reconcile monthly procurement card transactions. Reconcile yearly budget for the Director and AVP to use in year-end reporting. Process travel advance requests and reimbursement vouchers for staff travel. Process and track Campus Recreation student worker incentive program (Rec Bucks) approvals and purchases.

Requirements

• Minimum Education Level: High School Diploma/GED
• Experience Required: None
• Licenses Required: Certification (e.g., IAAP Certified Administrative Professional) or an associates degree* in office

Qualifications

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple tasks and prioritize effectively.
• Knowledge of New York State policies and procedures related to procurement and budget management.

Skills

• Administrative support and customer service skills.
• Financial and procurement management.
• Office administration and record-keeping.
• Room reservation and scheduling.
• Professional performance evaluation.

Benefits

• Full-time regular schedule: Monday-Friday 8:00 a.m. to 4:30 p.m.
• Competitive salary range: $40,391.00 - $47,695.00

Pay

• $40,391.00 - $47,695.00

Schedule

• Monday-Friday 8:00 a.m. to 4:30 p.m.

Benefits

• Health insurance options.
• Paid time off.
• Professional development opportunities.

Application

To apply, submit an online employment application at https://jobs.cortland.edu/postings/11413. For more information or if you need assistance with the online application process, please contact the Human Resources Office, ext. 2302.