Job Details

Administrative Assistant 1 - PEU / HEEL - NY HELPS

Position Number: 9778103
Location: Brockport, United States
Position Type: Secretary and Administrative Assistants

Administrative Assistant 1 - PEU / HEEL - NY HELPS

SUNY Brockport

Salary: $47,695.00 Annually
Location: SUNY Brockport
Job Type: Classified Full-Time
Job Number: 2600423
Division: College of Education and Health
Department:
Opening Date: 08/20/2026
Closing: 9/4/2026 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

SUNY Brockport is accepting applications for an Administrative Assistant 1/Administrative Assistant Trainee. This person provides comprehensive administrative and operational support for the Higher Education / Educational Leadership (HEEL) Department and Professional Education Unit (PEU), including support for the Chair, Executive Director, Certification Officer, and Field Experience Office. Responsibilities include office management, database and records management, accreditation and reporting support, field experience coordination, certification processing, committee and event support, and supervision of student workers. The position requires strong organizational, technical, and communication skills, with significant emphasis on maintaining databases and coordinating complex administrative processes.

JOB FUNCTIONS

Essential Functions:

Manages daily office operations and workflow for PEU and HEEL
Coordinates communications, maintain calendars, attend department meetings & take minutes, process travel and personnel paperwork, reconcile purchasing and p-card transactions, and maintain office records and filing systems, and audit equipment (camera kits for student teachers)
Responds to inquiries from students, faculty, school partners, alumni, and community agencies
Drafts and edits correspondence, reports, and departmental documents. Supervise, schedule, and support student workers. Participate in & schedule workshops, presentations, and professional development. Coordinate and staff doctoral student events
Coordinates doctoral candidacy and dissertation defense processes, ensuring timely scheduling, communication, and compliance with program requirements
Maintains and manages departmental databases and tracking systems related to field experiences, certification, placements, and accreditation
Maintains communication records with prospective students
Using Argos or SLATE prepares reports as requested by Department Chair or faculty
Assists in the creation of Mach forms needed for Plans of Study, Doctoral Scholars Summits, Dissertation Committees, etc.
Enters, organizes, and monitors records and documentation.
Tracks Memorandums of Agreement (MOAs) with school districts and community partners, including renewals and expiration dates
Generates reports and assist with data collection, organization, reconciliation, and formatting

Non-Essential Functions:

Assist with preparation and coordination of accreditation activities and annual reporting processes, including PEU reports, Program Review Reports, CAEP Annual Reports, and federal Title II reports. Support preparation of statistical tables, charts, web content, and documentation
Provides weekly, bi-weekly or monthly enrollments reports or summaries as requested

REQUIREMENTS

Minimum Qualifications: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.edu with any questions regarding the Traineeship.

Preferred Qualifications:

Excellent technical skills using Microsoft programs, including Excel, Word, PowerPoint, Banner, Argos, SLATE.
Strong organizational skills and attention to detail.
Excellent written, verbal, and interpersonal communication skills. Ability to maintain confidentiality and exercise sound judgment.
Ability to prioritize and manage multiple responsibilities in a fast-paced office environment.
Ability to analyze and summarize information in narrative and numerical form.
Ability to work independently and collaboratively in a team environment.
Familiarity with teacher certification processes and the NYSED TEACH system preferred.
Experience supporting accreditation, reporting, or compliance processes preferred.
Prior experience in an academic or higher education office preferred.

ADDITIONAL INFORMATION

Work Schedule:

40 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 September 4, 2026.

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/5455253/administrative-assistant-1-peu-heel-ny-helps

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