Job Details

This ad is expired.

Administrative Assistant

Position Number: 6222076
Location: Brockport, NY
Position Type: Secretary and Administrative Assistants

Administrative Assistant

SUNY Brockport

Applications are invited for consideration for appointment to the following position:

DESCRIPTIVE TITLE: Administrative Assistant

BUDGET TITLE: Administrative Assistant I (N.6)

FULL-TIME: 100%(3)

PROJECT & LOCATION: CSTEP/McNair Programs –SUNY Brockport

P/T/A NO.: 1163965-1-102020 / 1177602-1-95397

DURATION OF APPT.: 06/1/25 - 9/30/25 (1)

SALARY RANGE: $36,900 -$40,000 (2)

DATE TO BE FILLED: ASAP

FUNCTION AND SCOPE: The Collegiate Science and Technology Entry Program (CSTEP) empowers talented undergraduate students from underrepresented backgrounds to pursue careers in science, technology, math, and engineering (STEM), the licensed professions (i.e medicine, law, dentistry, nursing, pharmacy, psychology, counseling, social work, architecture, OT/PT)and health-related fields. Students, alumni mentors and faculty work hand-in-hand to increase the presence of underrepresented students in these fields.

The McNair Program prepare eligible participants for doctoral studies through involvement in research and other scholarly activities. Participants are from disadvantaged backgrounds and have demonstrated strong academic potential. Institutions work closely with participants as they complete their undergraduate requirements and encourage them to enroll in graduate programs and then track their progress through to the successful completion of advanced degrees. The goal is to increase the attainment of Ph.D. degrees by students from underrepresented segments of society.

The Administrative Assistant is responsible for the day-to-day management of the office and for documenting student participation and progress. The Administrative Assistant reports to the Project Director.

BRIEF DESCRIPTION OF DUTIES INCLUDING LEVEL OF SUPERVISION REQUIRED:

Supports team by performing tasks related to organization, effective communication, scheduling, and providing administrative support during meetings by carrying out administrative duties such as office reception, answering phones, e-mailing, filing, word processing, mailing, general correspondence, copying, binding, scanning, maintaining record files, and information systems, etc.
Supervises work study office assistants and tutors, including submission of the timesheets to Assistant Project Director or Project Director
Maintains student listserv, student files and student/staff resource library
Updates student database as needed
Maintains office equipment; orders office supplies
Maintains program calendar
Prepares advisor/mentor handbooks as necessary
Distributes program information to prospective students and faculty advisors
Processes weekly purchase requisitions and stipend requests
Documents student academic performance at mid-terms and finals
Assists in planning and coordination of student travel and other student events
Notifies students of available tutorial support and workshops/events
Makes travel arrangements for staff, such as booking flights, cars, and hotel reservations.
Ensures equipment operation by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for program and office supplies.
Reports program needs to Project Director
Submits oral and written reports to the Project Director
Attends local and regional workshops/training sessions and other professional development activities to enhance job performance
Perform other duties as assigned by the Project Director

REQUIRED QUALIFICATIONS:

Associates degree or vocational certification in an area of business, administrative support, human services, or related field
Demonstrated minimum of two years of administrative office support experience (secretarial/clerical)
Demonstrated competence in the organization and maintenance of office routines with strong attention to detail
Demonstrated ability to work independently and collaboratively as part of a team
Demonstrated ability to manage multiple priorities with minimal supervision
Excellent communication (oral and written) and interpersonal skills
Demonstrated strong computer skills and proficiency with MS Office 365 (Word, Excel, Access)
Familiarity with the challenges of low income/first-generation college students
A commitment to inclusion of, and respect for, people of all identities and backgrounds

PREFERRED QUALIFICATIONS:

Demonstrated administrative office support experience (secretarial/clerical) in an educational setting
Demonstrated expertise in office management
Experience working with low-income/first generation individuals
Personal experience in overcoming the circumstances facing our target population

SPECIAL NOTES:

(1) This position is subject to annual review based on performance and the availability of funds.
(2) Dependent on education and experience
(3) Work hours Monday through Friday, 8:30 am – 4:30 pm
This position is a Research Foundation for The State University of New York (RF) position and is subject to The Research Foundation for SUNY policies and procedures, sponsor guidelines, and the availability of funding.
All finalists for this position will be subject to suitable pre-employment background investigation and may include confirmation of credentialing. Offers may not be extended until we receive a positive outcome from the pre-employment background investigation.
The Research Foundation for The State University of New York (RF) is a private non-profit educational corporation. The RF is not an agency or instrumentality of the State of New York. RF employees are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. The RF operates under a contract with The State University of New York and receives no directly appropriated state funding.
Applicants will not be reimbursed for any travel expenses.
Research Foundation employees working more than 50% of the time receive fringe benefits that includes medical, dental, vision, and life insurance, retirement and generous paid time off.
For more information about the RF, check our website at www.rfsuny.org.
For more information about CSTEP/McNair Programs, check our websites at brockport.edu/academics/cstep and brockport.edu/academics/mcnair/

Persons interested in the above position should submit a resume along with a letter of application and three (3) letters of reference to:

Name: Barbara Thompson, Director
CSTEP/McNair Programs
Address: SUNY Brockport
350 New Campus Drive Brockport,
NY 14420-2945
Telephone: (585) 395-2367
Email: bthompso@brockport.edu

Applications will be accepted until the position is filled; however, candidates should submit their application by the beginning review date to insure optimal consideration.

Beginning Review Date: May 27, 2025

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law.