Administrative Assistant 1 - College of Education & Health - NY HELPS

SUNY Brockport NY•SUNY Brockport, NY

2d•Onsite

About The Position

SUNY Brockport is hiring an Administrative Assistant 1/Administrative Assistant Trainee to support the daily operations of the Dean’s Office in the College of Education and Health. The role handles front-office and administrative support, including answering phones, greeting visitors, managing correspondence, scheduling meetings, and assisting the Administrative Assistant 2. It also supports the Assistant and Associate Deans with enrollment monitoring, the Faculty Scholarship account, College events, faculty and staff accomplishment records, student files, catalog updates, awards, and promotional items. The role coordinates communication across the College, supports meetings and events, tracks budgets and reimbursements, and oversees routine operations of the Dean’s Suite. It supervises student workers and supports the Student Leadership Team and shared College spaces. The position is located at SUNY Brockport and follows a Monday–Friday schedule of 8:00 a.m.–4:00 p.m., totaling 37.5 hours per week.

Requirements

Two years of administrative support experience, including use of office software such as email and word processing, customer service, business writing, and/or office administration; or an eligible certification or associate’s degree in a listed field in lieu of the experience.
For the competitive appointment path, permanent appointment in an Administrative Assistant 1 New York State classified position, eligibility for a 70.1 transfer, or reachability on the current NYS Civil Service eligible list for Administrative Assistant Trainee 1, Full Time – Brockport location.
Transfer-eligible candidates must have completed one year of service in title to transfer into the traineeship; a typing test is required for non-keyboarding titles.
Submit an application, cover letter, resume, and contact information for three professional references.
The position is not eligible for visa sponsorship.
Applicants are subject to a pre-employment background check.

Nice To Haves

Certification such as IAAP Certified Administrative Professional may substitute for the experience requirement.
An associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for the experience requirement.

Responsibilities

Manage the Faculty Scholarship Account budget and travel reimbursements in collaboration with College of Education and Health department administrative assistants and the Assistant Dean.
Assist with scheduling and staffing College events and meetings, including reserving space, preparing materials, taking notes and minutes, processing food waivers and orders, and creating event materials.
Assist with course and program enrollment tracking and catalog updates.
Coordinate processes to recognize students on the Dean’s List.
Coordinate communications among Deans, department chairpersons, faculty, staff, administrators, and students; review incoming correspondence and reports, determine significance and follow-up, and refer matters as appropriate.
Assist the Administrative Assistant 2 with College budget management, purchasing supplies and equipment, account tracking, VISA card payments, monthly summaries, and related tasks.
Supervise student workers and assign and monitor their daily and weekly tasks.
Oversee daily operations of the Dean’s Suite, including answering and directing calls, responding to routine questions, sorting and distributing mail, scheduling meetings, maintaining calendars and common areas, coordinating shredding services, maintaining student issues and personnel files, and other office duties.
Order awards and promotional items, obtain project bids, maintain faculty accomplishment records, oversee Daily Eagle submissions, and provide faculty accomplishment information for College and University communications.
Support the Student Leadership Team and related activities.
Co-administer conference room calendars and assist with scheduling and coordination of shared College spaces.