Administrative Assistant 1/Trainee- Finance and Management- NY HELPS
Salary
$47,695.00 Annually
Location
SUNY Brockport
Job Type
Classified Full-Time
Job Number
2500232
Division
Administration and Finance
Opening Date
11/11/2025
Closing Date
11/26/2025 11:59 PM Eastern
Bargaining Unit
02 CSEA Administrative Services
Description
Benefits
Questions
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. Inspiring 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.
SUMMARY
SUNY Brockport invites applicants to apply for the Administrative Assistant 1 position in Finance and Management. Reporting directly to the Assistant Vice President for Finance and Management, this position serves as the principal administrative support for the AVP. Other major responsibilities will include providing supplemental support to the F&M Team (Budgeting, Campus Services, and Scholarship, Research & Sponsored Programs) located on the 5th floor of the Allen Building. At times, this position may also be asked to assist with the clerical needs of the Office of Student Accounts and Accounting, which is part of F&M, but located in the Rakov Building. Duties will encompass both clerical responsibilities and committee support, along with serving as the primary contract support for the Associate Director of Campus Services.
JOB FUNCTIONS
Essential Job Functions:
Provides administrative and clerical support to the AVP for Finance and Management (F&M), and the other 5thFloor F&M Offices (Budgeting, Procurement & Payment Services, Scholarship, Research and Sponsored Programs) as needed. This includes, but is not limited to:
Reviewing incoming correspondence to the offices; being mindful of confidentiality. Distribute incoming mail for F&M and Budgeting, serving as back-up for distribution of mail for the other 5th floor offices as needed
Answering AVP Office phone - directing calls as appropriate
Setting-up and accurately maintaining files, records, and spreadsheets as requested (i.e. annual folders/binders, electronic deposit log, records retention log, etc.). This includes scanning, filing, and adhering to NYS/SUNY Records Retention schedules. Coordinate best practices with others on the 5th floor and organize an annual purge of documents (paper and electronic)
Upon request, schedule meetings and assist with calendars.
Oversee purchasing of office supplies and equipment (includes business cards, office signs, name badges, etc.). Coordinate with other support staff on the 5th floor to regularly review and inventory supplies on hand
Oversee the repair of office equipment (i.e. printer). Coordinate any BITS and Facilities related ticket requests and handle the surplus of any unneeded or outdated furniture/equipment. Assist in annual inventories
Coordinate and process all requested purchases for 5th floor offices. This responsibility includes holding a P-Card and adhering to all compliance related items (i.e. purchase rules, monthly reconciliations, etc.). This also includes using and understanding the EagleMart System
Manage the Classified shred bins on the floor
Being cognizant of F&M and 5th floor office deadlines to ensure compliance with set dates.
Serves as a first point of contact on the Allen 5th Floor for F&M, and the other offices on the floor, as needed. Be responsive, timely, and accessible to all who reside on and who visit the floor.
Maintains and updates the websites for F&M, the Budget Office, Procurement & Payment Services, Internal Controls, and the Campus-Based Fee Review Subcommittee. This includes regularly reviewing each webpage and requesting updates as needed. It also includes maintaining an up-to-date organizational chart for F&M.
Manages all funds received and prepare deposits for the AVP, Procurement & Payment Services, and the Budget Office. Maintain an accurate deposit log. Facilitate deposit pick up by University Police.
Coordinates the annual review and submission of campus signatories to OSC.
Provides support to the following committees and subcommittees: Internal Control, the Campus-Based Fee Review Subcommittee, other committees as assigned by the AVP. This includes:
Maintaining and updating any related Microsoft Teams files
Monitoring related email accounts
Assembling and coordinating materials for meetings
Taking and disseminating accurate and timely meeting minutes
Implementing Meeting action items where appropriate
Maintaining the group's webpage, as outlined above
Acts as a facilitator for F&M campus-wide communications (ex. University Support Funds, Departmental List Updates, etc.)
Serves as the primary contract support for the Associate Director of Campus Services. This includes, but is not limited to:
Assisting with communications to individuals & departments regarding contract status
Tracking all contracts via log or other transparent means
Tracking, filing, and scanning all revocable permits
Maintaining accurate records and files related to contracts and revocable permits
REQUIREMENTS
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.eduwith any questions regarding the Traineeship.
Preferred Qualifications:
High school diploma or high school equivalency diploma
Satisfactory experience in an administrative support role (includes demonstrated experience using office software, customer service, business writing, confidentiality, organization, collaboration, etc.)
Proficiency and experience with Microsoft Office Suite (word, excel)
Proficiency in using Microsoft Teams and developing Mach forms
Proficiency in Adobe
Proficiency in using Qualtrics
Ability to work independently with minimal supervision
Excellent oral and written communication skills and the ability to communicate with diplomacy and tact
Demonstrated self-initiative and ability to prioritize
Strong attention to detail
Higher education and/or SUNY experience
ADDITIONAL INFORMATION
Work Schedule:
37.5 hours/week: Monday - Friday 8:00am - 4:00pm
Benefits:
Benefits eligible. Find out more about benefits at Careers@Brockport (https://www.brockport.edu/support/human_resources/careers.html) .
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 November 26, 2025.
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.
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.
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.
This position is eligible for benefits as a Civil Service Employee Association (CSEA) represented employee. SUNY Brockport provides comprehensive employee benefit programs designed to help keep our faculty, staff, and their families healthy, safe, happy, and productive. Find more information about benefit specifics in the information and links below.
Medical
SUNY Brockport is committed to providing affordable, comprehensive health plan options for faculty, and staff. Medical coverage is effective for new employees 28 days after their start date. For more information, and premium costs, please go to our NYS Health Insurance Program (NYSHIP) Rates (https://www.brockport.edu/support/human-resources/benefits/insurance-premium/) page. For premiums relevant to this position, please go to the sections labeled "CSEA."
Dental and Vision
Dental and Vision coverage is provided for employees and their eligible dependents by their union at no additional cost to the employee. For more information, please visit the CSEA Employee Benefit Trust Fund (https://www.cseaebf.com/) page.
Retirement
NYS Employees' Retirement System (ERS) - Defined benefit plan; benefits are based on best Final Average Salary and years of service.
Membership for full-time permanent employees is mandatory. Membership for employees who are temporary or part-time is optional. Appointees with an existing membership are required to continue it (or elect a new option).
For more information, please go to the Retirement Systems section of the Benefits at a Glance (https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/CSEA-Benefits-at-a-Glance.pdf) .
Additional Benefits
SUNY Brockport offers additional benefits to employees, including but not limited to, Flexible Spending accounts, Work-life Services, Employee Assistance Program, discounts on services, and much more. For more information on these great additional benefits, please go to our Fringe/Additional Benefits (https://www.brockport.edu/support/human-resources/benefits/fringe/) page or view the Benefits at a Glance (https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/CSEA-Benefits-at-a-Glance.pdf) .
For additional information on any of these benefits and more, view the Benefits at a Glance (https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/CSEA-Benefits-at-a-Glance.pdf) for employees represented by CSEA.
01
Are you authorized to work in the United States without requiring visa sponsorship now or in the future?
I have unrestricted work authorization in the U.S. and would not require sponsorship now or in the future
I have work authorization now, but would need sponsorship in the future
I would require sponsorship for a work visa
02
Are you 18 years or older?
Yes
No
Required Question
Employer
SUNY Brockport (NY)
Address
350 New Campus Drive Brockport, New York, 14420
Phone
(585) 395-2126
Website
brockport.edu
