SUNY Brockport · 3 days ago
Administrative Assistant 1/Trainee -Dance NY HELPS
Brockport, NY
Full-time
Onsite
Entry Level
$48K/yr - $48K/yr
2+ years expSUNY Brockport is seeking an Administrative Assistant 1/Trainee to support office management, purchasing, forms and typing, and event support functions. The role involves drafting meeting agendas, managing budgets, coordinating events, and assisting faculty and staff with administrative tasks.
Higher Education
No H1B
Responsibilities
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
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
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
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
Qualification
Required
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
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
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
Preferred
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
Company
SUNY Brockport
Since 1835, SUNY Brockport has provided a world-class education for students.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Damita Davis, Ph.D.
Chief Diversity Officer
Dr. Lauren Lieberman
Distinguished Professor, Camp Abilities founder
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