Administrative Assistant 2- Administration and Finance

SUNY Brockport


Salary: $59,787.00 Annually
Location: SUNY Brockport
Job Type: Classified Full-Time
Job Number: 2500060
Division: Administration and Finance
Department: Administration And Finance
Opening Date: 06/10/2025
Closing: 6/25/2025 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 invites applicants to apply for the Administrative Assistant 2 position in Finance and Management. Reporting directly to the Assistant Vice President for Finance and Management, this position serves as the principal administrative support for the AVP. Other major responsibilities will include providing supplemental support to the F&M Team (Budgeting, Procurement & Payment Services, and Scholarship, Research and Sponsored Programs) located on the 5th floor of the Allen Building. Duties will encompass both clerical responsibilities and committee support, along with serving as the primary contract support for the Assistant Director of Procurement & Payment Services.

JOB FUNCTIONS

Essential Job Functions:

• Provide administrative and clerical support to the AVP for Finance and Management (F&M), and the other 5^thFloor F&M Offices (Budgeting, Procurement & Payment Services, Scholarship, Research and Sponsored Programs) as needed. This includes, but is not limited to:
  1. Reviewing incoming correspondence to the offices; being mindful of confidentiality. Serve as backup for distributing incoming 5^th floor mail.
  2. Answering AVP Office phone - directing calls as appropriate.
  3. Setting-up and accurately maintaining files, records, and spreadsheets as requested (i.e. annual folders/binders, electronic deposit log, records retention log, etc.). This includes scanning, filing, and adhering to NYS/SUNY Records Retention schedules. Coordinate best practices with others on the 5^th floor and organize an annual purge of documents (paper and electronic).
  4. Upon request, schedule meetings and assist with calendars.
  5. Oversee purchasing of office supplies and equipment (includes business cards, office signs, name badges, etc.). Coordinate with other support staff on the 5^th floor to regularly review and inventory supplies on hand.
  6. Oversee the repair of office equipment (i.e. printer). Coordinate any BITS and F&P related ticket requests and handle the surplus of any unneeded or outdated furniture/equipment. Assist in annual inventories.
  7. Coordinate and process all requested purchases for 5^th floor offices. This responsibility includes holding a P-Card and adhering to all compliance related items (i.e. purchase rules, monthly reconciliations, etc.). This also includes using and understanding the EagleMart System.
  8. Manage the Classified shred bins on the floor.
• Serve as a first point of contact on the Allen 5^th Floor for F&M, and the other offices on the floor, as needed. Be responsive, timely, and accessible to all who reside on and who visit the floor.
• Maintain and update the websites for F&M, the Budget Office, Procurement & Payment Services, Internal Controls, and the Campus-Based Fee Review Subcommittee. This includes regularly reviewing each webpage and requesting updates as needed.
• Manage all funds received and prepare deposits for the AVP, Procurement & Payment Services, and the Budget Office. Maintain an accurate deposit log. Facilitate deposit pick up by University Police. Cross-train back-up employee.
• Provide support to the following committees and subcommittees: Internal Control, the Campus-Based Fee Review Subcommittee, other committees as assigned by the AVP. This includes:
  1. Maintaining and updating any related Microsoft Teams files
  2. Monitoring related email accounts
  3. Assembling and coordinating materials for meetings
  4. Taking and disseminating accurate and timely meeting minutes
  5. Implementing Meeting action items where appropriate
  6. Maintaining the group's webpage, as outlined in #5 above
• Act as a facilitator for F&M campus-wide communications (ex. University Support Funds, Departmental List Updates, etc.)
• Serve as the primary contract support for the Assistant Director of Procurement & Payment Services. This includes, but is not limited to:
  1. Assisting with communications to individuals & departments regarding contract status
  2. Tracking all contracts via log or other transparent means
  3. Tracking, filing, and scanning all revokable permits
  4. Maintaining accurate records and files related to contracts and revokable permits

• Maintain and routinely update documented procedures for all duties related to the Administrative Assistant 2 position.

REQUIREMENTS

Minimum Qualifications:
Must be reachable for appointment on the current NYS Civil Service eligible list for Administrative Assistant 2, Full-Time- Brockport Locations OR be transfer eligible.

Preferred Qualifications:

• High school diploma or high school equivalency diploma
• Satisfactory experience in an administrative support role (includes demonstrated experience using office software, customer service, business writing, confidentiality, organization, collaboration, etc.)
• Proficiency and experience with Microsoft Office Suite (word, excel)
• Proficiency in using Microsoft Teams and developing Mach forms
• Ability to work independently with minimal supervision
• Excellent oral and written communication skills and the ability to communicate with diplomacy and tact
• Demonstrated self-initiative and ability to prioritize
• Strong attention to detail
• Higher education and/or SUNY experience

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 June 25, 2025.

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/4968746/administrative-assistant-2-administration-and-finance

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