Job Information
SUNY Brockport Administrative Assistant 1 - Global Education and Engagement - NY HELPS in Brockport, New York
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 — the fourth and second largest cities in New York State. I nspiring excellence through growth, engagement, and transformation is our mission. Join the inclusive community of dedicated faculty, staff, and students who together are Building a Better Brockport! (https://www2.brockport.edu/about/strategic-plan/)
SUNY Brockport has a strong commitment to equity, diversity, and inclusion. We are committed to creating a diverse environment and are proud to be an affirmative action equal opportunity employer. We welcome individuality and encourage you to utilize your unique talents and bring your skills as we collaboratively strive to build meaningful lives and vibrant communities.
Job Summary:
Position Summary:
The Administrative Assistant 1 for the Center for Global Education and Engagement will provide comprehensive support for all office operations. This includes study abroad, international student enrollment and support services, Washington, D.C. Internship program and COIL. This position reports to the Center’s Office Assistant 3 (Calculations). The Administrative Assistant 1 requires a high level of organization, customer service, clerical responsibilities, attention to detail, technical support, and inventory as it relates to office equipment (copiers and video conferencing tools), professionalism, and cross-cultural understanding.
Essential Functions:
General Administrative
Provides administrative support for the Director of CGEE.
Understands and works with Brockport’s Study Abroad Programs, Washington, DC Internship program, International Student Services and COIL to provide general advisement and support to students, parents, faculty and staff.
Greets visitors (students, faculty, staff, etc.) to CGEE and triages their needs.
Routes, and distributes mail or other materials.
Ships relevant documents and packages to domestic and international partners.
Manages projects or contributes to committee or teamwork.
Coordinates conferences, meetings, room requests, or special events, such as luncheons, visitors, campus events. Supports travel arrangements and registrations for staff as needed. Creates and/or submits travel expense reports for staff and faculty.
Travel / Procurement / Agreements
Purchases all office supplies and manages a p-card for the office.
Maintains inventory and arranges for repairs of all office equipment (computers, cell phones, copier, and fax machine).
Manages travel and BASC card expenditures for CGEE operations and works with OA 3 to submit for reconciliation / reimbursement.
Monitors and updates all foreign university’s agreements.
Study Abroad
Obtains grade information from overseas partners, and processes transcripts for Brockport registrar and other colleges, including visiting international exchange students.
Enters all study abroad, Washington grades on Banner and sends out supplemental transcripts to home institutions.
Ensures that Study Abroad applications are completed correctly, files, and manages student records.
Manages and answers routine inquiries through overseas@brockport.edu and info requests via Terra Dotta.
Systems
Uses various information technology applications such as email, Terra Dotta, Banner, Slate, video conferencing, excel spreadsheets and word processing applications.
Generates student identification numbers (Banner) for all non-Brockport students on study abroad, Washington program and visiting international students.
Insurance Management
Manages insurance enrollment rosters for Study Abroad, DC program and international students and submits them to insurance company for enrollment.
Coordinates insurance waiver request process with students.
When necessary, assist international students with submitting insurance reimbursement claims.
Minimum Qualifications:
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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 Kallee Quill in the Office of Human Resources at kequill@brockport.edu with any questions regarding the Traineeship.
Work Schedule: 37.5 Hours/Week; Monday - Friday, 8:00am-4:00pm
Salary, Benefits, and Appointments:
Candidates appointed through the NY HELPS program to the full title of Administrative Assistant 1 - $46,306
Administrative Assistant 1 Traineeship level 1 (NS08) - $39,215
Administrative Assistant 1 Traineeship level 2 (NS10) - $43,768
May be benefits eligible; Find out more about benefits at Careers@Brockport! (https://www.brockport.edu/support/human_resources/careers.html) This position is not eligible for visa sponsorship.
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 this time, agencies may recruit and hire employees by making temporary appointments. Once the NY HELPS program is officially launched, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
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.
Application Instructions: 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 June 27, 2024.
Background Investigation Statement:
All applicants are subject to a pre-employment background check.
Pre-Employment Drug Testing:
Pre-employment drug test and DOT physical may be required for positions requiring a valid Class A or B CDL driver's license with passenger endorsement.
New York State Executive Order:
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations via email at info@goer.ny.gov.
Non-Discrimination Statement/Equal Employment Opportunity/Affirmative Action Employer:
SUNY Brockport does not discriminate. SUNY Brockport is an Affirmative Action/Equal Opportunity Employer. The University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual’s race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants or other members of the university community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.
Diversity Statement:
SUNY Brockport is committed to creating and maintaining an equitable environment that welcomes, values, and supports individuals and communities who affirm human dignity. The University provides opportunities for engagement, learning, growth, and transformation to foster a diverse, equitable, and inclusive institution.
Reasonable Accommodations:
SUNY Brockport provides reasonable accommodation to applicants with disabilities, veterans, or wounded warriors where appropriate. If you need reasonable accommodation for any part of the application and hiring process, please contact the Office of Human Resources or email your request to Tamara Gouger, AVP for Human Resources and ADA Coordinator, at tgouger@brockport.edu. Determinations or requests for reasonable accommodation will be made on a case-by-case basis.
SUNY Brockport is an AA/EEO/ADA employer. The University actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the University.