Administrative Assistant 1, SG8-11

Major Responsibilities

• Generate and track data related to enrollment, course curriculum, department correspondence, and department reports.
• Answer the telephone, respond to emails, and make appointments.
• Create and maintain files for newly admitted students, including removing files over seven years old and disposing of them per college policies.
• Create and modify departmental forms and brochures as needed.
• Cook up and modify departmental forms and brochures as needed.
• Cook up and modify departmental forms and brochures as needed.
• Coordinate special exam requests, assist in the completion of the departments course schedule, and contact adjunct personnel for part-time teaching/supervision.
• Attend department meetings and record minutes.
• Sort and distribute mail.
• Screen incoming correspondence and draft responses or reply to inquiries for information dealing with the Inclusive Childhood Education, Teaching Students with Disabilities, and Educational Leadership programs.
• Respond to applicants who wish to apply for adjunct teaching positions and to individuals who inquire about procedures, general questions about the departments programs and to faculty regarding office matters.
• Provide administrative support for department searches, including submitting vacancy announcements, organizing files, arranging hotel accommodations, preparing candidates on-campus interview schedules and submitting travel reimbursements for candidates.
• Track the submission of final grades.
• Adhere to all office procedures to support the efficient flow of work materials and to ensure timely processing of requests.
• Serve as the webmaster for the Foundations and Social Advocacy Department.
• Provide office support to the School of Education Deans Office on an as-needed basis.

Budget and Procurement

• Oversee departmental and annual budgets, including compiling financial data, reconciling procurement card transactions and processing all purchasing requisitions.
• Maintain an inventory of equipment and order supplies when necessary.
• Process appointment and travel forms.

Department Chair and Faculty Support

• Provide secretarial and administrative services to faculty members and the department chair.
• Aid the department chair with the orientation of new faculty.
• Prepare new faculty offices (order computers, phones, keys, name plates and special equipment as needed).
• Support the department chair and department coordinators with student registration, including lifting necessary flags during registration.
• Serve as the department chairs designee to approve part-time and full-time faculty members monthly time sheets, book orders and final exams requests.
• Aid faculty with textbook requisitions as necessary.

Student Support

• Supervise and delegate tasks to work study and graduate assistants.
• Respond to students inquiries about department programs, course offerings, schedules and registration procedures.
• Assist in supervision assignments for student teaching and arrange meetings.
• Support the Educational Leadership internship application process (e.g. prepare student folders for supervisors, support student registration, etc.).
• Assist Educational Leadership candidates with applying for NYSED certification through the TEACH website.
• Reply to inquiries concerning certification, programs available at SUNY Cortland, program requirements for undergraduate and graduate program, etc.