Administrative Assistant 1/Trainee-Dance-NY HELPS
Salary
$47,695.00 Annually
Location
SUNY Brockport
Job Type
Classified Full-Time
Job Number
2600286
Division
College of Arts and Sciences
Department
Dance
Opening Date
01/13/2026
Closing Date
1/28/2026 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
The Administrative Assistant 1 manages secretarial and clerical activities of the Department of Dance; assists the Chair in the day-to-day functioning of the Department; organizes and maintains files, assists in record keeping; property and key control; access the University online resources such as Banner, ARGOS, BI, and Brightspace; gather necessary information to assist the Chair of Dance in class scheduling; and management of multiple budgets and expenditures.
JOB FUNCTIONS
Essential Job Functions:
Office Management
· Drafts faculty/staff meeting agendas and takes minutes
· Maintains department Teams and email accounts
· Answers all calls to department extension
· Maintains office supplies and troubleshoots equipment issues
· Onboards adjuncts, TAs, work-study students (paperwork, keys, signage)
· Manages work-study schedules and timesheets
· Coordinates facilities requests (repairs, surplus, movers)
· Coordinates with part-time staff (musicians, piano tuner)
· Requests website updates and track changes
· Maintains Brightspace for majors/minors
· Monitors and collects accreditation data (NASD)
· Approves/denies major/minor declarations and advisor assignments
· Submits blue forms for course changes, enters permission overrides and registers students for
department courses needing approval
· Provides department tours to incoming students
Purchasing
· Manages S&E budget, IFR production accounts, Brockport Foundation accounts, and SUNY Research account for DanceForce
· Processes check requests, standard vouchers, deposits, and PCard purchases
· Organizes equipment replacement requests (quotes, requisitions)
· Assists faculty/staff with reimbursement requests (grants, FSA)
· Reviews and submits pre-approval/reimbursement documents
· Assists with SUNY Research Foundation and DanceForce purchases
· Coordinates with contract specialist for contract renewals with vendors (e.g., G&G Fitness, sewing machine service)
· Assists Sankofa tour manager with payments, deposits, and contracts
Forms and Typing
· Creates and maintains Machforms for reservations and department processes
· Drafts letters of agreement for guest artists and residencies
· Prepares audition communications (UG and Grad) and monitor Slates
· Drafts and maintains LiveWhale events
· Runs Argos reports for enrollment, grades, course inquiry and advisor data
· Maintains spreadsheets for majors/minors, auditions, and graduate candidates
· Designs and updates attendance cards for concerts
· Drafts job requisitions in NEOED and assists with searches
Event Support
· Coordinates with Fine Arts staff for fully produced concerts
· Assists with informal shows (programs, posters, front-of-house, filming)
· Enters room reservations into EMS for faculty, students, and events
· Trains club personnel on studio usage
· Monitors MyBrockport for club reservation requests.
· Creates residency schedules and post guest artist bios/photos
· Assists with touring logistics (vehicles, lodging, flights, W9s)
· Supports grant-funded events and residencies
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, work 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.
Email Ezgi Erdogan in the Office of Human Resources
at eerdogan@brockport.edu with any questions regarding the Traineeship.
Preferred Qualifications:
Excellent communication and interpersonal skills
Excellent organizational skills, ability to prioritize work
Interest in working independently with minimal supervision
Ability to use word processing and other Microsoft Office software
Ability to use or learn to use University online resources
Prior experience in an academic office is a plus
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 January 28, 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
