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

SUNY Brockport; Village of Brockport (NY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

SUNY Brockport is seeking an Administrative Assistant 1/Trainee to provide comprehensive administrative and operational support for the Academic Success Center, including Tutoring Services and Student Accessibility Services. The role acts as the first point of contact for students, faculty, staff, and visitors, ensuring smooth daily office operations.

Key duties include coordinating calendars and rooms, handling inquiries, processing payroll for student employees, managing budgets, and

Qualifications

• Two years of experience in administrative support, including customer service
• In lieu of two years, an associate’s degree or IAAP certification may substitute
• Ability to manage multiple priorities in a fast-paced environment

Responsibilities

• Serve as the primary contact for the Tutoring Center and respond to inquiries
• Coordinate calendars, meetings, and room reservations
• Process payroll, onboarding, and timesheets for student employees
• Manage department email and communications; maintain records
• Support purchasing, travel reimbursements, and budget documentation
• Assist with data collection and reporting using Slate and MachForm
• Support student engagement and campus programming

Skills

Customer service

Interpersonal skills

Multitasking

Microsoft Office

Education

Associate’s degree in office administration or related field

Tools

Microsoft Office Suite

Slate

Banner

Accommodate

Brightspace

Job 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.

Essential Functions

• 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

• 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

• 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

• 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

• 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

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 [e-mail] 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.

Work Schedule

37.5 hours/week: Monday - Friday 8:00am - 4:00pm

Benefits

Benefits eligible. Find out more about benefits at Careers@Brockport.

This position is not eligible for visa sponsorship.

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.