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Administrative Assistant 1/Trainee- Dance- NY HELPS

SUNY Brockport · Brockport, NY · 1 mo ago
Administrative$50k/yrFull-time

Salary: $49,841.00 annually  |  Location: SUNY Brockport  |  Job Type: Classified Full‑Time  |  Division: College of Arts and Sciences  |  Department: Dance  |  Job Number: 2600457  |  Opening Date: 09/04/2026  |  Closing Date: 09/19/2026 11:59 PM Eastern

Founded in 1835, State University of New York (SUNY) Brockport is an exceptional regional comprehensive public university offering high‑quality undergraduate and graduate programs across the arts, business, education, health, humanities, social sciences, and STEM. The campus is located a few miles from Lake Ontario in a quaint “Village on the Erie Canal,” between Rochester and Buffalo. SUNY Brockport’s mission is to inspire excellence through growth, engagement, and transformation, and the university is committed to equity, diversity, and inclusion.

Summary

The Administrative Assistant 1/Trainee manages secretarial and clerical activities for the Department of Dance, assists the Chair with daily operations, organizes and maintains files, handles record‑keeping, property and key control, accesses University online resources (Banner, ARGOS, BI, Brightspace), gathers information for class scheduling, and manages multiple budgets and expenditures.

Essential Job Functions

  • Office Management
    • Draft faculty/staff meeting agendas and take minutes
    • Maintain department Teams and email accounts
    • Answer all calls to department extension
    • Maintain office supplies and troubleshoot equipment issues
    • Onboard adjuncts, TAs, work‑study students (paperwork, keys, signage)
    • Manage work‑study schedules and timesheets
    • Coordinate facilities requests (repairs, surplus, movers)
    • Coordinate with part‑time staff (musicians, piano tuner)
    • Request website updates and track changes
    • Maintain Brightspace for majors/minors
    • Monitor and collect accreditation data (NASD)
    • Approve/deny major/minor declarations and advisor assignments
    • Submit blue forms for course changes, enter permission overrides, and register students for department courses needing approval
    • Provide department tours to incoming students
  • Purchasing
    • Manage S&E budget, IFR production accounts, Brockport Foundation accounts, and SUNY Research account for DanceForce
    • Process check requests, standard vouchers, deposits, and P‑Card purchases
    • Organize equipment replacement requests (quotes, requisitions)
    • Assist faculty/staff with reimbursement requests (grants, FSA)
    • Review and submit pre‑approval/reimbursement documents
    • Assist with SUNY Research Foundation and DanceForce purchases
    • Coordinate with contract specialist for vendor contract renewals (e.g., G&G Fitness, sewing‑machine service)
    • Assist Sankofa tour manager with payments, deposits, and contracts
  • Forms and Typing
    • Create and maintain Machforms for reservations and department processes
    • Draft letters of agreement for guest artists and residencies
    • Prepare audition communications (undergraduate and graduate) and monitor slates
    • Draft and maintain LiveWhale events
    • Run ARGOS reports for enrollment, grades, course inquiry, and advisor data
    • Maintain spreadsheets for majors/minors, auditions, and graduate candidates
    • Design and update attendance cards for concerts
    • Draft job requisitions in NEOED and assist with searches
  • Event Support
    • Coordinate with Fine Arts staff for fully produced concerts
    • Assist with informal shows (programs, posters, front‑of‑house, filming)
    • Enter room reservations into EMS for faculty, students, and events
    • Train club personnel on studio usage
    • Monitor MyBrockport for club reservation requests
    • Create residency schedules and post guest‑artist bios/photos
    • Assist with touring logistics (vehicles, lodging, flights, W‑9s)
    • Support grant‑funded events and residencies

Requirements

Minimum Qualifications – NY HELPS (non‑competitive)

  • Two years of experience in administrative support, including use of office software (email, word processing), customer service, business writing, and/or office administration; or
  • In lieu of experience, certification (e.g., IAAP Certified Administrative Professional) or an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

Minimum Qualifications – Competitive (non‑NY HELPS)

  • Permanent appointment in an Administrative Assistant 1 New York State classified position (or eligibility for a 70.1 transfer) or placement on the current NYS Civil Service eligible list for Administrative Assistant Trainee 1, Full‑Time – Brockport; or
  • Transfer‑eligible candidates who have completed one year of service in the title may transfer into the Administrative Assistant Traineeship with up to a two‑salary‑grade jump, depending on completed coursework.

Preferred Qualifications

  • Excellent communication and interpersonal skills
  • Excellent organizational skills with the ability to prioritize work
  • Interest in working independently with minimal supervision
  • Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Ability to use or learn University online resources
  • Prior experience in an academic office (a plus)

Work Schedule

40 hours per week, Monday – Friday, 8:00 am – 4:00 pm.

Benefits

Benefits eligible. Details are available through the university’s Careers portal.

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