Office Assistant 2 - Registrar's Office - NY HELPS

SUNY Cobleskill; Village of Cobleskill (NY); On-site; USD 42,000 - 53,000; Full time

Job summary

An established institution in agriculture and technology seeks a dedicated Office Assistant II for the Registrar's Office. This full-time role involves managing academic records, interpreting institutional policies, and providing frontline support to students and faculty. Ideal candidates will have clerical experience, strong communication skills, and familiarity with student information systems. Join a collaborative environment that values inclusivity and personal growth, and contribute to the success of students in a vibrant educational community.

Benefits

Comprehensive New York State Benefits

Professional Development Opportunities

Collaborative Work Environment

Qualifications

• One year of clerical experience required.
• Strong communication skills and knowledge of FERPA preferred.

Responsibilities

• Frontline communications for the Registrar's Office.
• Maintain academic records and manage student information.

Skills

Clerical Experience

Knowledge of FERPA

Communication Skills

Data Entry

Technology Solutions

Education

High School Diploma

Tools

Banner

Degree Works

Argos

Job description

SUNY CobleskillJob Posting: Office Assistant 2 - Registrar's Office - NY HELPS

Office Assistant 2 - Registrar's Office - NY HELPS

Category: Staff Positions

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Department: Registrar's Office

Locations: Cobleskill, NY

Posted: May 1, 2025

Closes: May 15, 2025 - 11:59 PM EDT

Type: Full-time

PositionID: 187812

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About SUNY Cobleskill:

As a premier institution in agriculture and technology, SUNY Cobleskill calls all learners to grow, to sustain, and to renew the world and its citizens. The College acts as a reflection of, and a catalyst for, advancement in our fields. With an emphasis on applied learning and experiential education, SUNY Cobleskill prepares students for successful careers, advanced studies, and engaged citizenship.

Founded in 1911, SUNY Cobleskill enrolls approximately 2000 students in 55 diverse majors. The campus sets the standard for applied education that extends theory into practice. SUNY Cobleskill is a community characterized by empathy, inclusivity, respect, personal growth, integrity, and a collaborative spirit fostering well-being and sustainable practices. We recognize and celebrate student, faculty and staff achievements. We take pride in our campus and encourage collaboration with our surrounding communities.

Our modern, 902-acre campus features outstanding educational facilities, including an equestrian center, 200-cow dairy facility, cold and warm water fish hatcheries, specialized classrooms and scientific laboratories, two state-of-the-art culinary arts teaching kitchens, child development and childcare centers, and an art gallery and graphic design center.

Drawing on a rich academic tradition that spans more than 100 years, our purpose remains constant; to educate future entrepreneurs, scientists, thought leaders, artists, educators, and practitioners to contribute to the sustainability of a healthy and prosperous societal existence in concert with a robust environment.

Job Description:

As an Office Assistant II in the Registrar's Office the responsibilities will include:

• Services as frontline communications for the Office of the Registrar, reporting to the College Registrar.
• An incumbent will have a strong working knowledge of FERPA and understands campus policy pertaining to privacy rights.
• Effectively interprets institutional policies, procedures and practices and be able to communicate these to the student for greater understanding.
• Maintain academic records for past, present and future students, including but not limited to registration, change of major, processing leave of absence, change of grades (including academic deficiency and academic integrity withdrawals) part-time non-matriculated student applications and auditing student registration.
• Maintains and updates the National Student Clearinghouse portal which supports student enrollment and degree verification. Prepares the necessary enrollment and degree files for submission, correcting any data conflicts.
• Update forms to ensure they align with current policy. When possible, all forms are managed electronically.
• Ensure accuracy of student status; including change of address, phone number, name changes and/or gender changes.
• Must be capable of interviewing students to assess the needs of the student. Additionally, the individual must be able to identify policies which are applicable to certain student circumstances and be able to effectively communicate to the students the implications.
• Understand the architecture of the student information system to aid in resolving records maintenance or registration issues which may occur.
• Must be comfortable using technology solutions which support students, faculty and staff in student retention and degree completion. Training others in the use of these technology solutions is a primary function of the position.
• Manage the process for students who are withdrawing from college or who have discontinued attendance and their student record has ended.
• Handles all requests for records and maintains distribution of transcripts and diplomas.
• Provides data entry within the student information system (Banner) of student prior learning for the Associate Registrar to equate.
• Provides ongoing support to the Associate Registrar and College Registrar.

Requirements:

Minimum Qualifications

Candidates from outside or within State Service can be considered for hire under the Hiring for Emergency Limited Placement - Statewide (HELPS) program as an Office Assistant 2 if they one year of clerical experience.

OR

Candidates within State Service can be considered for a competitive class appointment if they are reachable on the current Office Assistant 2 eligible list.

OR

Candidates from within State Service can be considered transfer to a competitive class position if they have one year of permanent competitive or 55-b/55-c service in a title eligible for transfer under Section 70.1 of the Civil Service Law.

OR

In accordance with Section 52.7 of the Civil Service Law, this notice advises all employees of the Office of Mental Health of our intention to conduct a non-competitive promotion examination for the position of Office Assistant 2 at Pilgrim Psychiatric Center. Permanent appointment may be made by non-competitive promotion of an applicant who meets the position's minimum qualifications if all requirements of non-competitive promotion are met.

The promotion field for the Office Assistant 2 position consists of candidates who have 1 year of permanent service as an Office Assistant 1 including all language parenthetics.

Preferred Qualifications

In addition to the aforementioned minimum qualifications, it is preferred the candidate also have:

• Strong knowledge of Banner, Degree Works and Argos.

Additional Information:

• This is an SG-9 position, with a salary of $42,641 - $52,413.
• This is a full-time, permanent position.
• The schedule is Monday through Friday days.
• This position offers full New York State benefits which are some of the most comprehensive in the country.
• SUNY Cobleskill is committed to providing a safe and productive learning and living community for our students and employees. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Any offer of employment is contingent on the successful completion of the background check.
• This position may be designated 55 b/c and is subject to verification of applicant eligibility.
• All people with disabilities are encouraged to apply, if your skillset meets the minimum requirements as set forth.

SUNY Cobleskill is committed to fostering a diverse community of outstanding faculty, staff, and students, and ensuring equal educational and employment opportunity and access to services, programs and activities without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or any other legally protected status. Individuals with disabilities requiring accommodation during the hiring process should contact the Human Resources Office at [phone].

SUNY Cobleskill's Title IX Coordinator is Mary Elhakam, who can be contacted via phone at518-255-5999, email at [e-mail], or mailing address of SUNY Cobleskill, Knapp Hall Room 143, Cobleskill, NY 12043.

If you have any questions regarding this position, please contact [e-mail] or 518-255-5423.

Application Instructions:

The application review process will begin immediately and will continue until a suitable candidate is found. Priority is given to applications submitted by May 15, 2025.

A complete application consists of the following:

1. Letter of application, addressing qualifications, position responsibilities, and college values
2. Current CV or Resume
3. Names, emails and phone numbers of at least three professional references, preferably former supervisors

* To apply you must create an account and apply through this posting.