Administrative Assistant 1 - Anthropology / Sociology / Women and Gender Studies - NY HELPS

 

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.   

Job Summary:

Management of all Administrative and clerical activities of the departments; assist the Chairs in the day-to-day functioning of the Departments; organize and maintain files, assist in record keeping, property and key control, access the University online resources such as Banner and Brightspace, gather necessary information to assist the Chairs in class scheduling and budget management.

Job Duties:

• Office management: Manages office flow for chairpersons, faculty and staff members in the department.  Facilitates and manages hiring, payroll, and schedules of student workers.  Replies to inquiries about programs and procedures from students and others. Process mail and deliveries, answer department phones, update directories and classroom schedules, oversee operation of copiers and supplies. Manages SLATE reports and response letters.
  
  
• Purchasing: Prepare purchase requests for faculty and staff in the departments.  Purchase storeroom supplies, equipment, and furniture. Proactively work to understand NYS contracted vendors and work with vendors to obtain proper quotes. Reconcile purchasing transactions in the SUNY Business Intelligence System each month.
  
  
• Forms and typing: Sends correspondence to new freshman and transfer undergraduates and department members as appropriate.  Types forms for faculty and staff appointments, keys, and signs.  Processes and keeps records on travel, types Travel Vouchers and processes them for reimbursement.  Takes minutes at faculty meetings. Assist faculty with various forms such as travel reimbursement, FSA expenses, etc.
  
  
• Filing: Collects and files syllabi, textbook orders, personnel files, etc. Maintain and update spreadsheets for purchases, FSA paperwork, and purchase requisitions.
  
  
• Event support: Reserves spaces, orders food, assists with publicity, and handles attendance and registration as needed.

Minimum Qualifications:

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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
• 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.)
  
  

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