Administrative Assistant 1/Trainee- Finance and Management- NY HELPS

SUNY Brockport


Salary: $47,695.00 Annually
Location: SUNY Brockport
Job Type: Classified Full-Time
Job Number: 2600287
Division: Administration and Finance
Department:
Opening Date: 01/13/2026
Closing: 1/28/2026 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 invites applicants to apply for the Administrative Assistant 1 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, Campus Services, and Scholarship, Research & Sponsored Programs) located on the 5th floor of the Allen Building. At times, this position may also be asked to assist with the clerical needs of the Office of Student Accounts and Accounting, which is part of F&M, but located in the Rakov Building. Duties will encompass both clerical responsibilities and committee support, along with serving as the primary contract support for the Associate Director of Campus Services.

JOB FUNCTIONS

Essential Job Functions:

• Provides 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:
  • Reviewing incoming correspondence to the offices; being mindful of confidentiality. Distribute incoming mail for F&M and Budgeting, serving as back-up for distribution of mail for the other 5^th floor offices as needed
  • Answering AVP Office phone - directing calls as appropriate
  • 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)
  • Upon request, schedule meetings and assist with calendars.
  • 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
  • Oversee the repair of office equipment (i.e. printer). Coordinate any BITS and Facilities related ticket requests and handle the surplus of any unneeded or outdated furniture/equipment. Assist in annual inventories
  • 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
  • Manage the Classified shred bins on the floor
  • Being cognizant of F&M and 5^th floor office deadlines to ensure compliance with set dates.
• Serves 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.
• Maintains and updates 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. It also includes maintaining an up-to-date organizational chart for F&M.
• Manages 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.
• Coordinates the annual review and submission of campus signatories to OSC.
• Provides support to the following committees and subcommittees: Internal Control, the Campus-Based Fee Review Subcommittee, other committees as assigned by the AVP. This includes:
  • Maintaining and updating any related Microsoft Teams files
  • Monitoring related email accounts
  • Assembling and coordinating materials for meetings
  • Taking and disseminating accurate and timely meeting minutes
  • Implementing Meeting action items where appropriate
  • Maintaining the group's webpage, as outlined above
• Acts as a facilitator for F&M campus-wide communications (ex. University Support Funds, Departmental List Updates, etc.)
• Serves as the primary contract support for the Associate Director of Campus Services. This includes, but is not limited to:
  • Assisting with communications to individuals & departments regarding contract status
  • Tracking all contracts via log or other transparent means
  • Tracking, filing, and scanning all revocable permits
  • Maintaining accurate records and files related to contracts and revocable permits

REQUIREMENTS

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.eduwith any questions regarding the Traineeship.
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
• Proficiency in Adobe
• Proficiency in using Qualtrics
• 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:

37.5 hours/week: Monday - Friday 8:00am - 4:00pm
Benefits:
Benefits eligible. Find out more about benefits at https://apptrkr.com/get_redirect.php?id=6852232&targetURL=with any questions regarding the Traineeship.
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
• Proficiency in Adobe
• Proficiency in using Qualtrics
• 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:

37.5 hours/week: Monday - Friday 8:00am - 4:00pm
Benefits:
Benefits eligible. Find out more about benefits at
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/5197606/administrative-assistant-1-trainee-finance-and-management-ny-helps

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