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! (https://www2.brockport.edu/about/strategic-plan/)
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:
The Administrative Assistant 1 provides administrative support for the Hazen leadership team as well as and other Hazen professional staff. The AA1 ensures the efficient operation of the office by performing a wide range of administrative tasks related to correspondence, filing, calendar management, work coordination, customer service, information gathering and compilation of reports. They assist individuals who are seeking services or information in Hazen in accordance with Hazen policies and procedures.
Job Functions:
Provides support for director and leadership team for scheduling and project management.
Maintains scheduling and event calendars for Director of Hazen, Associate Director of Counseling, Associate Director of Health Center and Assistant Director of Wellness.
Schedules and confirms appointments for patients/clients, customers, or supervisors.
Maintains confidentiality and discretion in handling all written and oral communication pertaining to student records, phone calls and other information that maybe HIPAA or FERPA protected and employee information that may have access to related to support of the leadership team.
Manages projects and/or contributes to committee or team work as assigned.
Coordinates information flow by acting as liaison among administration, staff, other employees and the public.
Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries. Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.
Sets up and manages paper and electronic filing systems for personnel records according to accreditation requirements.
Coordinates conferences, meetings, or special events including creating conference or event materials/flyers/invitations, reserving meeting space.
Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.
Composes, types, and distributes meeting notes, correspondence, and reports.
Orders and distributes supplies and manages the procurement process for Hazen. Maintains office supply inventory and equipment in coordination with the other support staff
May supervise other staff/student employees and provide training and orientation to new staff.
Shares in holiday/weekend coverage as well as summer orientation and campus outreach events with other staff as needed.
Acts as backup to support staff at reception desk.
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.)
Email Kallee Quill in the Office of Human Resources at kequill@brockport.edu with any questions regarding the Traineeship.
Preferred Qualifications:
Excellent interpersonal skills and commitment to customer service.
Strong organizational skills and ability to work in a busy environment while managing numerous priorities and demands.
Proficient with various computer software.
Experience in a medical office setting.
Experience with electronic medical records.
Work Schedule: 37.5 hours/week; Monday - Friday 8:00am - 4:00pm
Salary, Benefits and Appointment:
Candidates appointed through the NY HELPS program to the full title of Administrative Assistant 1 - $46,306
Administrative Assistant 1 Traineeship level 1 (NS08) - $39,215
Administrative Assistant 1 Traineeship level 2 (NS10) - $43,768
May be benefits eligible; Find out more about benefits at Careers@Brockport! (https://www.brockport.edu/support/human_resources/careers.html) This position is not eligible for visa sponsorship.
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.
Application Instructions: 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 November 5, 2024.
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.
New York State Executive Order:
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations via email at info@goer.ny.gov.
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.
