Secretary II

Cortland, NY
Jun 09, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Budget Title:

Secretary II

Campus Title:

Secretary II


Research Foundation


RF Alumni Engagement

Staff Sub-Type:

Research Foundation

Salary Level:

No Response

Salary Range:


Position Effort:


Position Summary:

The Research Foundation at SUNY Cortland has an immediate opening for a full-time secretary supporting Alumni Engagement. This position reports to the Associate Director, and will be the first point of contact for the SUNY Cortland Alumni Association, providing a welcoming experience for all alumni, students, and the campus community. This position will provide administrative support to both the Executive Director and Associate Director of Alumni Engagement.

Major Responsibilities:

•Serves as the first point of contact and reception for Alumni Engagement. Greets and welcomes all guests, answers phone lines, reviews voice mails and providing direction as needed.

•Filing, typing, opening and distributing mail, mailing letters and packages. On a daily basis, there is regular correspondence including acknowledgment, congratulatory, condolence and memorabilia donation letters. Administers alumni stewardship inclusive of birthday cards, flowers, raffle packages, etc. Administer and provide correspondence for [email protected] account, and manage alumni requests for information and services. Assists with social media and social media inboxes review and appropriate distribution as needed.

•Provides support to the executive director and Alumni Engagement team. Assists with the Alumni Association Board of Director processes and meetings. Assistance provided for board committee meetings for eight committees and additional ad-hoc committees. Track participation for board compliance committee.

•Assist the team coordinator with the Alumni Engagement employee experience, inclusive of Parks Alumni House team. Responsibilities include assisting with onboarding, training, event software management and event and office material acquisition.

•Utilize various software programs including Razor’s Edge, and Anthology (formerly iModules). Lead on tracking letters and entering and maintaining event information, including but not limited to participants and refunds, providing post event updates list to the database services team as needed.

•Maintain calendar and travel arrangements for the Executive Director and Associate Director.

•Prepare travel arrangements for volunteers (ex. Florida reunions, California, NY and conferences).

•Assist with various activities relating to events, including but not limited to, creating nametags, event materials and registration for college traditions, such as Cortaca, Reunion, Hall of Fame, and commencement, which will require working some nights and weekends. Assist and/or set up any special events as requested by the Executive Director and Associate Director for Alumni Engagement. Assist Alumni Engagement staff with conference room and set up when needed. Provide program assistance, as needed, (orientation, etc.). Prepare and mail event materials for remote events. Assists with purchasing and packaging of gifts for alumni presenters at events, thank you letters and presidential letters.

• Under the supervision of the Associate Director, supervises and provides work for student volunteers and student employees, creating projects, providing feedback and conducting necessary training.


•Excellent customer service skills
•Proficiency using Microsoft Office Suite and other web-based programs and software
•Organizational skills
•Detail oriented
•Ability to work occasional nights and weekends

As the secretary in Alumni Engagement you will demonstrate your commitment to treat others at all levels of the organization with fairness and respect; understanding and appreciation of diversity, equity and inclusion in the workplace; desire and ability to promote an environment of inclusive excellence; and lead with customer-centric focus on providing exceptional quality and service; and, use your passion or creativity, for excellence and continuous improvement.

Functional and Supervisory Relationships:

•Reports to the Associate Director of Alumni Engagement

•Assist with supervising student employees and student volunteers

•Works closely with staff from Alumni Engagement, Advancement Financial Services and the Parks Alumni House and the Alumni Association Board of Directors

Required Qualifications:

•High school diploma or its equivalent with 2 years of general office support experience

•Demonstrated literacy, numeracy and computer skills

• Demonstrated ability to work independently under supervision as well as part of a team

Preferred Qualifications:

•Experience working in a higher educational environment

EEO Statement:

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant’s race, color, creed, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law.

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