Administrative Assistant 1- Public Health- NY HELPS

SUNY Brockport, founded in 1835, is a regional comprehensive public university offering high-quality undergraduate and graduate programs in the arts, business, education, health, humanities, social sciences, and STEM. Located near Lake Ontario in a village on the Erie Canal, the university is situated between Rochester and Buffalo, New York. The institution is committed to equity, diversity, and inclusion, fostering a collaborative environment where unique talents contribute to building meaningful lives and vibrant communities.

About the Role

SUNY Brockport is seeking an Administrative Assistant 1/Administrative Assistant Trainee to provide administrative support for the Department Chairpersons, Faculty, and Students in the Public Health & Health Education department.

Responsibilities

• Attending faculty meetings and recording minutes
• Completing general office correspondence
• Handling paperwork for faculty appointments/extra service, travel reimbursement forms, equipment and supply purchases, service contracts, and equipment repairs
• Ordering and maintaining inventory of stationery, envelopes, business cards, and other office supplies
• Assisting with student registration and course schedules
• Supporting accreditation data collection, reviews, reports, and visits
• Assisting with departmental voting procedures
• Scheduling and arranging travel for guests
• Assisting with event planning and scheduling
• Maintaining department budget records, tracking, and reconciling VISA statements
• Maintaining a filing system for general record keeping, departmental forms, course syllabi, and data
• Maintaining property control inventory
• Assisting with processing of internship affiliation agreements

Requirements

This position is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the program, this title may be filled via a noncompetitive appointment, with the expectation that employees will transition to competitive status within one year. While serving in this role, employees may participate in promotion examinations for which they qualify.

Qualifications

• Non-competitive Minimum Qualifications (NY HELPS):
  • Two years of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, or office administration.
  • In lieu of experience, an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology, or a relevant certification (e.g., IAAP Certified Administrative Professional) may be substituted.
• Competitive Minimum Qualifications (non-NY HELPS):
  • Permanent appointment in an Administrative Assistant 1 New York State classified position (or eligibility for a 70.1 transfer).
  • Reachability for appointment on the current NYS Civil Service eligible list for Administrative Assistant Trainee 1, Full Time - Brockport location.
  • Transfer-eligible candidates with one year of service in title may transfer into the Administrative Assistant Traineeship, with potential for a salary grade jump based on completed coursework. Non-keyboarding titles may require a typing test.

Skills

• Proficiency in MS Office and software such as Banner, BI, MachForm, and Teams
• Ability to establish effective working relationships with people at all levels of the college and external constituents
• Demonstrated ability to maintain confidentiality and personal integrity
• Excellent communication and interpersonal skills
• Strong organizational skills and ability to prioritize work

Pay

$47,695.00 annually

Schedule

40 hours per week, Monday through Friday, 8:00 AM to 4:00 PM.

Benefits

This position is benefits-eligible. More information about benefits can be found at Careers@Brockport.