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Administrative Assistant 1 - Residential Life - NY HELPS
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Position Number: 5478182
Location: Brockport, NY
Position Type: Secretary and Administrative Assistants

Administrative Assistant 1 - Residential Life - NY HELPS

Job no: 496999

SUNY Budget Title: Administrative Assistant 1
Salary Level/Grade: SG011
Work type: Full time
Location: Brockport, NY
Department: Residential Life
Categories: Administrative; Secretarial; Clerical
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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!

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:
The Administrative Assistant 1 position supports the Office of Residential Life/Learning Communities with clerical functions such as taking, preparing and distributing departmental meeting minutes, supporting day-to-day operations as well as interacting and welcoming students and families to the college and living on campus at SUNY Brockport. This position provides reception area coverage, answers phones and emails from students and families, and refers outreaches to appropriate areas, as needed. This position directly supports the operations of the Director of Residential Life/Learning Communities and some student conduct functions including filing, sending letters and data base updating. This position processes personnel paperwork, completes property control inventories and purchase on behalf of the unit.

Job Functions:

Directly supports the activities of the Director of Residential Life/Learning Communities: prepares reports and notices, schedules appointments, and solves administrative problems for Residential Life/Learning Communities central staff.
Serves as redundancy to Admin support for the activities of the Student Conduct program.
Establishes and maintains required databases, hardware and software and special projects and reports. Utilizes Banner (the campus-wide student information system), CBORD's Odyssey housing management system, and Maxient (student conduct management system).
Provides reception area coverage; answers, screens, and problem-solves calls and in-person visits from various constituents.
Completes assigned special projects, including the end of the year banquet preparations, end of year evaluations of professional staff, and performance programs for professional staff.
Serves as the primary support staff member for the leadership team staff: maintains calendars, schedules appointments, and coordinates meetings, locations, and catering.
Maintains staff roster and shares with stakeholders as required.
Maintains departmental time and attendance, travel, and procurement records.
Generates specific sanction and appeal decision letters and required reports when needed.
Assists with disciplinary background checks as needed.
Coordinates resident director and leadership team on-call duty schedules.
Assists with conference registrations, hotel accommodations, and transportation
Processes travel vouchers & reimbursements.
Tracks professional development for resident directors.
Processes all appointment, renewal, and extra-service paperwork.
Oversees Student Employee Program for main office: hires, trains, manages and supervises.
Monitors and maintains professional development funds for RD staff.
Completes Smart Classroom reservations and Property Control/Audit of Assets.
Monitors and maintains all Canon copier's maintenance and supplies for all residence halls and central office.
Takes, prepares and distributes departmental meeting minutes.
Maintains supply inventory and coordinates w/resident directors each semester.
Coordinates P-card purchases and reconciliation.
Processes mail & distributes when needed.
Maintains personnel files.

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, 9:00am-5:00pm
Salary, Benefits and Appointment:
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! 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 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 August 9, 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.

To apply, visit https://jobs.hr.brockport.edu/cw/en-us/job/496999/administrative-assistant-1-residential-life-ny-helps