Administrative Assistant 1/Trainee- Student Accessibility Services- NY HELPS

Duties Description SUNY Brockport is accepting applications for Administrative Assistant 1/Trainee. The Administrative Assistant 1 provides comprehensive administrative and operational support for the Academic Success Center (ASC), specifically Tutoring Services and Student Accessibility Services (SAS). This position serves as the first point of contact for students, faculty, staff, and visitors while ensuring the efficient operation of daily office functions. Responsibilities include customer service, office administration, student employee onboarding and payroll, scheduling, financial processing, communications, and support for tutoring and testing center operations. The position requires exceptional organizational skills, attention to detail, strong customer service, and the ability to manage multiple priorities in a fast-paced, student-centered environment.

JOB FUNCTIONS

Essential Functions

Office Administration (30%)

Serves as the primary point of contact for the Tutoring Center

Supports Student Accessibility Services and Testing Center operations

Responds to phone, email, and in-person inquiries

Manages departmental email accounts and correspondence

Establishes and maintains office procedures, filing systems, and efficient workflow

Coordinates calendars, appointments, meetings, and room reservations

Prepares meeting agendas and minutes

Prepares, mail, and ship letters, reports, promotional materials, and other departmental communications

Coordinates campus mailings and information distribution

Orders office and tutoring supplies and maintains equipment and inventory

Assists with departmental projects and committee work

Reviews documents and correspondence for correct spelling, grammar, formatting, and adherence to departmental standards

Tutoring Center Operations (25%)

Provides general office support and assists with special projects as assigned

Coordinates tutoring schedules, programming, and training activities

Reserves rooms for tutoring sessions and events

Enters and maintains tutoring usage data

Assists with large-scale assessment and data collection activities using systems such as Slate Student Success and MachForm

Student Employment Administration (25%)

Coordinates recruitment, onboarding, and hiring paperwork for student employees

Processes work referral forms

Tracks and approves student employee timesheets

Maintains bi-weekly payroll records

Troubleshoots payroll, direct deposit, and time reporting issues

Financial & Operational Support (10%)

Processes purchasing card (P-Card) transactions and monthly reconciliation

Processes travel vouchers and reimbursements

Purchases supplies while maintaining accurate financial records

Tracks departmental expenditure and purchasing documentation

Customer Service & Campus Support (10%)

Spot-checks tutoring rooms to connect students and tutors, stock supplies, and maintain an organized and welcoming environment

Provides information and referrals to students, faculty, staff, and visitors

Supports student engagement activities and campus programming

Demonstrates commitment to diversity, equity, inclusion, accessibility, and belonging

Minimum Qualifications 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 [email protected] with any questions regarding the Traineeship.

Preferred Qualifications:

Excellent customer service and interpersonal skills.

Strong organizational and time management skills.

Ability to manage multiple priorities with accuracy and attention to detail.

Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams).

Experience with Banner, Slate, Accommodate, Brightspace, or similar higher education systems.

Experience with scheduling, records management, and office administration.

Experience supporting student employment or payroll processes.

Knowledge of tutoring, accessibility services, or academic support operations.

Experience processing purchasing cards, travel reimbursements, or departmental budgets.

Additional Comments https://www.schooljobs.com/careers/brockport/jobs/5482301/administrative-assistant-1-trainee-student-accessibility-services-ny-helps?pagetype=jobOpportunitiesJobs

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