"Administrative Assistant 1- Information Technology Services- NY HELPS"

Administrative Assistant 1- Information Technology Services- NY HELPS

SUNY Brockport

Salary: $47,695.00 Annually

Location: SUNY Brockport

Job Type: Classified Full-Time

Job Number: 2500253

Division: Administration and Finance

Department: Information Technology Services (BITS)

Opening Date: 12/30/2025

Closing: 1/14/2026 11:59 PM Eastern

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.

SUMMARY

The Administrative Assistant 1 will report to and will primarily support the Chief Information Officer (CIO). They will also coordinate personnel procedures for Information Technology Services (ITS) and will assist with operational, as well as business and financial aspects of the department.

JOB FUNCTIONS

• Performs secretarial duties for CIO including arranging meetings and department retreats as well as preparing materials for both, helps track and follow-up on email requests and responds as needed/requested
• Attends meetings to take and prepare minutes as requested
• Purchasing - uses Pcard for purchases and renewals, works with IT Business Manager on annual renewals and other purchases, processes monthly payments/receivers and submits requsitions
• Prepares and submits departmental travel vouchers including using Pcard to pay for registrations
• Personnel - processes appointments for renewals, permanent status, title changes, separations, etc; tracks completion of and submits to HR annual performance programs and evaluations; tracks and files UUP promotion/raise forms; maintains files for department members; assist with onboarding of new department personnel
• Maintains ITS organization chart
• Assists with department searches as needed
• Maintains department files and indexes them for easy retrieval
• Acts as the point of contact for the office. Opens correspondence, answers phone calls, and responds to questions Refers calls/visitor to appropriate staff or department
• Suggests new or revised procedures based on personal observations of the need for procedural changes or modifications to the office
• Researches, gathers data and produces reports as needed as well and presents findings
• Requests maintenance visits and extra cleaning. Orders furniture and office supplies/equipment for seamless operations

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.edu with any questions regarding the Traineeship.

Preferred Qualifications:

• Knowledge of office practices/procedures and principles of office management.
• Strong computer and word processing skills in MS Office.
• Excellent communication and interpersonal skills.
• Ability to demonstrate initiative, multi-task and work independently.
• Ability to establish effective working relationships with people at all levels of the University and external constituents.
• Associate's Degree or equivalent experience.
• One (1) year experience in office support position at SUNY Brockport.
• Ability to work in software like Visio, adobe and MS Teams.

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.

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 14, 2026.