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 include office management, database and records management, accreditation and reporting support, field experience coordination, certification processing, committee and event support, and supervision of student workers. The position requires strong organizational, technical, and communication skills, with significant emphasis on maintaining databases and coordinating complex administrative processes.
Essential Functions: - Manages daily office operations and workflow for PEU and HEEL
- Coordinates communications, maintain calendars, attend department meetings & take minutes, process travel and personnel paperwork, reconcile purchasing and p-card transactions, and maintain office records and filing systems, and audit 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. Supervise, schedule, and support student workers. Participate in & schedule workshops, presentations, and professional development. Coordinate and staff 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 assist with data collection, organization, reconciliation, and formatting
Non-Essential Functions: - Assist 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. Support preparation of statistical tables, charts, web content, and documentation
- Provides weekly, bi-weekly or monthly enrollments reports or summaries as requested
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 eerdogan@brockport.edu with any questions regarding the Traineeship.
Preferred 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.
Work Schedule:40 hours/week: Monday - Friday 8:00am - 4:00pm
Benefits:Benefits eligible. Find out more about benefits at Careers@Brockport.
Application Instructions:This position is not eligible for visa sponsorship.
Respond to the canvass letter (if applicable). Submit your application, cover letter, resume, and contact information for three professional references via our Employment Opportunities website at jobs.hr.brockport.edu by September 4, 2026.
Please note, if you have retired from a New York State Public Employee Retirement System (Teachers Retirement System or Employees Retirement System), you may be subject to an earnings limitation. Please familiarize yourself with the rules and regulations when applying for this position.
