Office Assistant 1 (Keyboarding) TEMP

Position Summary:

The Office Assistant 1 for Counseling and Wellness Services serves as the primary point of contact for the Health Promotion, Prevention Services, and Counseling Center staff. This role is responsible for front desk operations, appointment scheduling, records management, and budget monitoring. Operating in a fast-paced environment, this position maintains a welcoming, confidential, and safe environment while managing sensitive data and providing critical administrative support to students, faculty, and clinical staff.

Schedule: Monday through Friday 8:00 am to 4:30 pm

Watch to learn more about careers at SUNY Cortland:

https://www.youtube.com/watch?v=98njPbVKNFY

Major Responsibilities:

Administrative Support:

• Greet all students, parents, faculty, staff, and administration in person, via email, and over the phone.

• Promote a welcoming, safe, and confidential environment using a mature, calming, and positive attitude.

• Answer phone calls promptly, route them to the appropriate staff member, and handle crisis calls by making immediate, correct referrals.

• Manage the front-desk iPads and ensure student clients properly complete all required digital forms before their appointments.

• Serve as the administrative support for Health Promotion, Prevention Services, and Counseling Center staff, working collaboratively with the Counseling Center Administrative Assistant.

• Prepare official correspondence, paperwork, and reports for Health Promotion and Prevention Services.

Scheduling:

• Schedule appointments at the exact time of the request.

• Ensure a prompt response to all assistance or information requests.

• Coordinate staff meetings upon request, including finding and reserving appropriate meeting spaces.

Records Management:

• Create and maintain secure electronic records in the scheduling software as well as physical hard-copy files.

• Organize, develop, and manage sensitive files for the department while consulting with the Counseling Center secretary to ensure proper data collection.

Budget Monitoring:

• Manage accounts for grant funds and other departmental accounts, including compiling expenditure reports.

• Assist with overall daily operations by monitoring and replenishing office inventory (forms, brochures) and coordinating staff travel arrangements.

Required Qualifications:

1. Permanent Competitive Appointment Options:

To be appointed on a PERMANENT basis to this title, you must hold or have held the title of Office Assistant 1 (Keyboarding) or be reachable on the full-time NYS Civil Service list and respond to canvass letter that will be emailed to people on the eligible list. You may also qualify if you are permanent in the following title: Office Assistant 1.

1. 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 -There is no minimum education or experience requirements for this title.

Preferred Qualifications:

• Experience working in a confidential office handling confidential information.

• Strong customer service background.