Office Assistant 2

SUNY Cortland; Sherbrooke; On-site; CAD 53,000 - 65,000; Full time

Job summary

SUNY Cortland seeks an Office Assistant 2 to support undergraduate and graduate admissions processing, communication, and recruitment efforts. You will work with the admissions team to ensure accurate data handling, front desk coverage, and timely responses to inquiries.

Responsibilities include loading applications in Banner, Slate, and OnBase, coordinating document submission from the Common App, maintaining records, and assisting with mailings and outreach materials.

Qualifications

• One year of clerical experience.
• Minimum qualifications include eligibility for permanent competitive appointment or NY HELPS.
• Strong communication and computer skills.

Responsibilities

• Oversee daily data load processes for undergraduate and graduate admissions applications.
• Enter data accurately in Banner, Slate, and OnBase.
• Coordinate loading of documents from the Common Application and manage processing workflows.
• Generate and review operational control lists for the admissions systems.
• Assist with front desk coverage, inquiries, and outreach materials.

Skills

Verbal & written communication

Office administration

Attention to detail

MS Office (Word, Excel, PowerPoint)

Interpersonal skills

Record-keeping

Tools

Banner

Slate

OnBase

Job description

Starting salary rates are based negotiated labor contracts.

Position Summary

The Office Assistant 2 will directly support undergraduate and graduate admissions application processing, communication, and recruitment efforts. As an admissions office clerical team member, this position works with other office staff in support of the college mission and to ensure continuity of operational success. This may include assisting with bulk mailings, coverage of the front desk, downloading of applications, monitoring of materials inventory, and assistance with priority projects for both graduate and undergraduate admissions operations.

Salary: $42,641

Schedule: Monday through Friday 8:00 a.m. to 4:30 p.m.

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

Information Systems & Workflow Operations

• Oversee, execute, and troubleshoot the daily data load processes for all undergraduate and graduate admissions applications.
• Perform accurate data entry and maintain records across key institutional platforms, including the Student Information System (Banner), CRM (Slate), and ECM (OnBase).
• Coordinate the loading of critical application documents from the Common Application and manage the technical processing of all incoming files.
• Generate and review operational control lists from both the Common Application and the SUNY Application systems to ensure processing accuracy.
• Review and execute specialized processing workflows and sub‑routines tailored to first‑year, transfer, and graduate student applications.

Budget and Procurement

• Assist with the coordination and processing of admissions travel requests, expense reports, and general department procurement files.

Administrative Support and Reception

• Complete essential clerical duties related to application handling, processing marketing materials, and preparing outreach collateral.
• Provide operational support to the front desk receptionist during peak times, greeting visitors and routing phone calls appropriately.
• Assist with managing and responding to inquiries sent to the primary departmental email address ([e-mail]), ensuring timely and accurate communication.
• Interact warmly and professionally with prospective students and parents via email, telephone, and in‑person during campus recruitment events.

Functional and Supervisory Relationships

• Reports directly to the Assistant Director of Admissions
• Works closely with the Admissions staff

Required Qualifications

1. Permanent Competitive Appointment Options: You must hold or have held the title of Office Assistant 2 on a permanent basis or be reachable on the full‑time NYS Civil Service list and respond to a canvass letter that will be sent to people on the eligible list. You may also qualify if you are permanent in one of the other Office Assistant 2 titles, Library Clerk 2 or Administrative Assistant 1.

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 series, Office Assistant 2 series, Library Assistant 1 and/or Payroll Assistant.

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 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.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

The minimum qualifications for this title are:

One year of clerical experience.

Preferred Qualifications

• Previous experience working in an office environment

Knowledge, Skills & Abilities

• Effective verbal and written communication, including professional email etiquette and clear phone skills.
• Proficiency in advanced office administration and clerical procedures to ensure seamless operations.
• Strong attention to detail and organizational skills.
• Demonstrated knowledge of MS Office, including Word, PowerPoint, and Excel
• Demonstrated interpersonal skills to work effectively with faculty, staff and students
• Strong organizational and record‑keeping skills, with the ability to maintain accurate and accessible files.

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

The State University of New York at Cortland is an Affiantive Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/ EEO / ADA ) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.