Administrative Assistant 1 - PEU / HEEL - 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.

About the role

SUNY Brockport is accepting applications for an Administrative Assistant 1/Administrative Assistant Trainee. This person provides comprehensive administrative and operational support for the Higher Education / Educational Leadership (HEEL) Department and Professional Education Unit (PEU), including support for the Chair, Executive Director, Certification Officer, and Field Experience Office.

Responsibilities

• Manages daily office operations and workflow for PEU and HEEL
• Coordinates communications, maintains calendars, attends department meetings and takes minutes, processes travel and personnel paperwork, reconciles purchasing and p-card transactions, and maintains office records and filing systems, and audits equipment (camera kits for student teachers)
• Responds to inquiries from students, faculty, school partners, alumni, and community agencies
• Drafts and edits correspondence, reports, and departmental documents
• Supervises, schedules, and supports student workers
• Participates in and schedules workshops, presentations, and professional development
• Coordinates and staffs doctoral student events
• Coordinates doctoral candidacy and dissertation defense processes, ensuring timely scheduling, communication, and compliance with program requirements
• Maintains and manages departmental databases and tracking systems related to field experiences, certification, placements, and accreditation
• Maintains communication records with prospective students
• Using Argos or SLATE prepares reports as requested by Department Chair or faculty
• Assists in the creation of Mach forms needed for Plans of Study, Doctoral Scholars Summits, Dissertation Committees, etc.
• Enters, organizes, and monitors records and documentation
• Tracks Memorandums of Agreement (MOAs) with school districts and community partners, including renewals and expiration dates
• Generates reports and assists with data collection, organization, reconciliation, and formatting
• Assists with preparation and coordination of accreditation activities and annual reporting processes, including PEU reports, Program Review Reports, CAEP Annual Reports, and federal Title II reports
• Supports preparation of statistical tables, charts, web content, and documentation
• Provides weekly, bi-weekly or monthly enrollment reports or summaries as requested

Requirements

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 may be 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.

• 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

Qualifications

• Excellent technical skills using Microsoft programs, including Excel, Word, PowerPoint, Banner, Argos, SLATE
• Strong organizational skills and attention to detail
• Excellent written, verbal, and interpersonal communication skills
• Ability to maintain confidentiality and exercise sound judgment
• Ability to prioritize and manage multiple responsibilities in a fast-paced office environment
• Ability to analyze and summarize information in narrative and numerical form
• Ability to work independently and collaboratively in a team environment
• Familiarity with teacher certification processes and the NYSED TEACH system preferred
• Experience supporting accreditation, reporting, or compliance processes preferred
• Prior experience in an academic or higher education office preferred

Schedule

40 hours/week: Monday - Friday 8:00am - 4:00pm

Pay

$47,695.00 Annually

Benefits

Benefits eligible. Find out more about benefits at Careers@Brockport.