Position Information

NY HELPYes

AgencySUNY Cortland

TitleOffice Assistant 1 (Keyboarding) Student Health Services

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade06

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $37862 to $37862 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Cortland

Street Address Graham Avenue

City Cortland

StateNY

Zip Code13045

Job Specifics

Duties Description Position Summary:
The Office Assistant 1 plays a vital role as the first point of contact in a high-volume, fast-paced college health clinic. This position delivers exceptional customer service and front-desk support, ensuring a positive, professional experience for students, campus staff, and the public. Core responsibilities include managing patient reception, phone triaging, and scheduling while adhering strictly to confidentiality policies. This position oversees essential clerical functions, electronic medical records (EMR) management, and data entry, with a specialized focus on tracking and reporting New York State immunization compliance. Additionally, the role provides operational coverage for administrative staff and maintains up-to-date knowledge through ongoing professional and safety training.

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

Salary: $37,862

Watch to learn more about careers at SUNY Cortland:
https://www.youtube.com/watch?v=98njPbVKNFY

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:
Front Desk Duties
• Help at the front desk by signing in students who present for appointments.
• Refer “walk-in” students to triage RN to make appointment.
• Fill in for Administrative Assistant 1 as needed to cover time off requests.
• Interact in a positive and professional manner with co-workers, students, campus staff and offices, and the general public.

Clerical Duties
• Assist in answering high volume of phone calls in very busy office.
• Screen calls and schedule non-urgent appointments.
• Answer questions about immunization, health history, and physical exam requirements per NY state laws and college policy.
• Explain the role of Student Health Service, services offered, and office hours.
• Work with other campus offices while following Student Health Service policies and patient confidentiality.
• Provide correspondence (general and confidential), policies and procedures, brochures, and informational handouts.
• Manage copying, requests to duplicating, sending and retrieving faxes, office mail, and scanning information received into EMR after being reviewed.
• Process work orders as needed.
• Set up voice message if needed and work with telecommunications on phone issues as needed.

Medical Records
• Work in Electronic Medical Record (EMR) system (PointandClick/PnC).
• Follow established Policies and Procedures for medical records (chart format, scanning, filing, confidentiality, release of information, shredding etc.).
• Manage mailings, faxing, shredding, and filing as needed per policy and procedure.

Data Entry
• Assist in managing immunization compliance in PointandClick EMR system.
• Scan paper copy of immunization records into PnC.
• Enter any immunization into NY state immunization system (NYSIIS) as required by state law and Student Health Service policy.
• Assist with needed information by contacting computer center for information reminder, letter mailings for missing required information (immunization/health history/physicals), religious and medical exempt rules and reviews, legal counsel contact, and chart reviews by college physician.
• Assist with the Post Secondary Immunization Report and submit it to the NYS Department of Health.

Training
• Participate in continuing education activities such as computer classes, etc.
• Complete yearly OSHA/PESH training and at least biannual Heartsaver training.

Knowledge, Skills & Abilities:
• Effective written and verbal communication skills.
• Attention to detail, with a focus on accuracy and consistency when processing and reviewing information.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Strong organizational and record-keeping skills, with the ability to maintain accurate and accessible files.
• Ability to work independently and as part of a team.
• Problem-solving and critical-thinking skills to identify issues.
• Skill in using computer applications, database systems, and office productivity tools.
• Solid understanding of medical privacy protocols, HIPAA principles, and college policies regarding the handling of confidential student health information.

SUNY Cortland:
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.

Minimum 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.

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

Preferred Qualifications:
• Experience working within a college or university setting and interacting with a diverse student population.

Additional Comments PSLF Eligible:
SUNY Cortland employment offers eligibility for the Public Student Loan Forgiveness Program. For more information and to see if you qualify, visit https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service .

The State University of New York at Cortland is an Affirmative 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.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name BillieJo Harris

Telephone 6077532263

Fax 6077535994

Email Address billiejo.harris@cortland.edu

Address

Street 21 Graham Avenue

City Cortland

State NY

Zip Code 13045

 

Notes on ApplyingSubmit an on-line employment application at https://jobs.cortland.edu/postings/11732.
For more information, or if you need assistance with the on-line application process, please contact the Human Resources Office, ext. 2302.