"Administrative Assistant 1/Trainee-Dance-NY HELPS"

Administrative Assistant 1/Trainee-Dance-NY HELPS

SUNY Brockport

Salary: $47,695.00 Annually
Location: SUNY Brockport
Job Type: Classified Full-Time
Job Number: 2500246
Division: College of Arts and Sciences
Department: Dance
Opening Date: 12/12/2025
Closing: 12/27/2025 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. 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 (20%) 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.

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 December 27, 2025.