Job Details

Administrative Assistant 1 - College of Arts and Sciences- NY HELPS

Position Number: 6351567
Location: Brockport, NY
Position Type: Secretary and Administrative Assistants

Administrative Assistant 1 - College of Arts and Sciences- NY HELPS

SUNY Brockport

Salary: $47,695.00 Annually
Location: SUNY Brockport
Job Type: Classified Full-Time
Job Number: 2500084
Division: College of Arts and Sciences
Department: College of Arts and Sciences
Opening Date: 07/02/2025
Closing: 7/17/2025 11:59 PM Eastern
Bargaining Unit:

Founded in 1835, State University of New York (SUNY) Brockport is an exceptional regional comprehensive public university that offers high-quality undergraduate and graduate degree programs in the arts, business, education, health, humanities, social sciences, and STEM. The University's curriculum is grounded in the liberal arts and sciences and emphasizes experiential learning.

Located only a few miles from Lake Ontario in a quaint "Village on the Erie Canal," SUNY Brockport is conveniently situated between the cities of Rochester and Buffalo - the fourth and second largest cities in New York State. Inspiring excellence through growth, engagement, and transformation is our mission. Join the inclusive community of dedicated faculty, staff, and students who together are Building a Better Brockport!

SUNY Brockport has a strong commitment to equity, diversity, and inclusion. We are committed to creating a diverse environment and are proud to be an affirmative action equal opportunity employer. We welcome individuality and encourage you to utilize your unique talents and bring your skills as we collaboratively strive to build meaningful lives and vibrant communities.

SUMMARY

The Administrative Assistant 1 will provide administrative support to the Associate and Assistant Dean of the College of Arts and Sciences.

JOB FUNCTIONS

Office management:

Opens, reviews, sorts and distributes the mail.
Schedules meetings and maintains calendar.
Answers the telephone, responds to questions concerning policy or procedures and refers calls to appropriate staff member for very technical information.
Coordinates communication between College and department chairperson, faculty, staff, administrators and students.
Reviews incoming correspondence and reports to determine their significance.
Makes recommendations to Associate and Assistant Dean or refers to appropriate person for reply.
Processes correspondence for Dean's list letters.
Gathers data relevant to complex or unusual inquiries to provide a basis for a reply or a decision and/or drafts the reply.
Prepares responses to routine correspondence and submits to staff for review.
Assists with scheduling and staffing of College events and meetings.

Purchasing:

Keeps and reconciles College budgets, the Faculty Scholarship Account, and Startup accounts for new faculty members within the College.
Purchases supplies and equipment (including account tracking and Visa card and EagleMart payments to provide monthly summaries).

Filing:

Maintains files to keep them in order and indexes the files for easy retrieval of information.
Maintains and updates office procedure manuals and assists in the development of new manuals

REQUIREMENTS

Minimum Qualifications:
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 maybe filled via a noncompetitive 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), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):

Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
In lieu of two years of experience, certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology, may be substituted.

COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):

Candidates must have permanent appointment in an Administrative Assistant 1 New York State classified position (or be eligible for a 70.1 transfer) or be reachable for appointment on the current NYS Civil Service eligible list for Administrative Assistant Trainee 1, Full Time - Brockport location.
OR
Transfer eligible candidates who have completed one year of service in title are eligible to transfer into the Administrative Assistant Traineeship, up to a two salary grade jump, at the first level, second level OR full title, dependent on what coursework they have completed - (Non-Keyboarding titles will be required to take a typing test.)

Email Ezgi Erdogan in the Office of Human Resources at eerdogan@brockport.eduwith any questions regarding the Traineeship.
Preferred Qualifications:

Excellent communication and interpersonal skills.
Excellent organizational skills, ability to prioritize work.
Interest in working independently with minimal supervision.
Proficient knowledge of Microsoft Office software.
Ability to use or learn to use University online resources.
Prior experience in an academic office is a plus.

ADDITIONAL INFORMATION

Work Schedule:

37.5 hours/week: Monday - Friday 8:00am - 4:00pm
Benefits:
Benefits eligible. Find out more about benefits at https://apptrkr.com/get_redirect.php?id=6351567&targetURL=with any questions regarding the Traineeship.
Preferred Qualifications:

Excellent communication and interpersonal skills.
Excellent organizational skills, ability to prioritize work.
Interest in working independently with minimal supervision.
Proficient knowledge of Microsoft Office software.
Ability to use or learn to use University online resources.
Prior experience in an academic office is a plus.

ADDITIONAL INFORMATION

Work Schedule:

37.5 hours/week: Monday - Friday 8:00am - 4:00pm
Benefits:
Benefits eligible. Find out more about benefits at Careers@Brockport.
Application Instructions:
This position is not eligible for visa sponsorship.

Respond to the canvass letter (if applicable). Submit your application, cover letter, resume, and contact information for three professional references via our Employment Opportunities website at jobs.hr.brockport.edu by July 17, 2025.

Please note, if you have retired from a New York State Public Employee Retirement System (Teachers Retirement System or Employees Retirement System), you may be subject to an earnings limitation. Please familiarize yourself with the rules and regulations when applying for this position.

Background Investigation Statement:
All applicants are subject to a pre-employment background check.

Pre-Employment Drug Testing:
Pre-employment drug test and DOT physical may be required for positions requiring a valid Class A or B CDL driver's license with passenger endorsement.

Non-Discrimination Statement/Equal Employment Opportunity/Affirmative Action Employer:
SUNY Brockport does not discriminate. SUNY Brockport is an Affirmative Action/Equal Opportunity Employer. The University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, 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, or criminal conviction. Employees, students, applicants or other members of the university community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.

Diversity Statement:
SUNY Brockport is committed to creating and maintaining an equitable environment that welcomes, values, and supports individuals and communities who affirm human dignity. The University provides opportunities for engagement, learning, growth, and transformation to foster a diverse, equitable, and inclusive institution.

Reasonable Accommodations:
SUNY Brockport provides reasonable accommodation to applicants with disabilities, veterans, or wounded warriors where appropriate. If you need reasonable accommodation for any part of the application and hiring process, please contact the Office of Human Resources or email your request to Tamara Gouger, AVP for Human Resources and ADA Coordinator, at tgouger@brockport.edu. Determinations or requests for reasonable accommodation will be made on a case-by-case basis.

SUNY Brockport is an 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.

To apply, please visit https://www.schooljobs.com/careers/brockport/jobs/4993756/administrative-assistant-1-college-of-arts-and-sciences-ny-helps

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