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

Administrative Assistant 1/Trainee-Dance-NY HELPS

Employer: SUNY Brockport

Salary: $47,695.00 Annually

Location: SUNY Brockport

Job Type: Classified Full-Time

Job Number: 2600286

Division: College of Arts and Sciences

Department: Dance

Opening Date: 01/13/2026

Closing Date: 1/28/2026 11:59 PM Eastern

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

• 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 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.

To apply, please visit https://www.schooljobs.com/careers/brockport/jobs/5197628/administrative-assistant-1-trainee-dance-ny-helps