"Administrative Assistant 1/Trainee- Residential Life- NY HELPS"

Job Description

Administrative Assistant 1/Trainee- Residential Life- NY HELPS
SUNY Brockport

Salary: $47,695.00 Annually
Location: SUNY Brockport
Job Type: Classified Full-Time
Job Number: 2600293
Division: Student Affairs
Department: Residential Life
Opening Date: 02/16/2026
Closing: 3/3/2026 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. 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 Residential Life/Learning Communities. This person organizes and maintains files, assists in record keeping; property and key control; accesses the University online resources such as Banner, Housing Cloud, Maxient, and Brightspace; gathers necessary information to assist the Director in scheduling and manages multiple budgets and expenditures.

JOB FUNCTIONS

Essential Functions:

• Performs support duties: prepares reports and notices, schedules appointments, and solves administrative problems for Residential Life/Learning Communities central staff
• Directly supports the activities of the Director of Residential Life/Learning Communities
• Establishes and maintains required databases, hardware and software and special projects and reports
• Utilizes Banner (the campus-wide student information system), Housing Cloud 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. Also trains student employee staff
• Completes assigned special projects such as 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 staff roster and shares with stakeholders as required
• Maintains departmental time and attendance, travel, and procurement records
• Maintains aspects such as travel reimbursements, extra service paperwork, personnel files, process mails, and reconcile P-Card

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 March 3, 2026.