"Administrative Assistant I/Office Manager"

Administrative Assistant I/Office Manager

SUNY Brockport

BUDGET TITLE: Administrative Assistant I (N.6)

FTE: 80% (3)

PROJECT & LOCATION: Small Business Development Center, Rochester, NY

DURATION OF APPT.: December 1, 2025 – June 30, 2026 (1)

SALARY: $30,000-$32,000 AS (2)

DATE TO BE FILLED: ASAP

FUNCTION AND SCOPE: The Small Business Development Center at SUNY Brockport is a partnership program with the U.S. Small Business Administration and administered by the State University of New York and The Research Foundation for SUNY. The Brockport Small Business Development Center provides customized solutions through confidential business advisement at no charge along with educational services and research. Through individualized economic assistance, the SBDC advocates for small and medium-sized enterprises, entrepreneurs, and innovators while addressing business' evolving needs in Genesee, Monroe, Ontario, Livingston, and Wayne Counties. The Administrative Assistant is responsible for the day-to-day management of the office. The Administrative Assistant reports to the SBDC Regional Director (Project Director) and SBDC Assistant Director.

BRIEF DESCRIPTION OF DUTIES:

• Supports team by performing tasks related to organization, effective communication, scheduling, and providing administrative support during meetings by carrying out administrative duties such as office reception, answering phones, e-mailing, filing, word processing, mailing, general correspondence, copying, binding, scanning, maintaining record files and information systems, making travel arrangements, ordering office supplies, event coordination, posting to social media, etc.
• Maintains office equipment; orders office supplies.
• Prepare weekly purchase requisitions and travel requests for grant-related payments
• Take and distribute meeting minutes.
• Assists Project Director in accumulating financial and budget related data, gathering and maintaining evaluation data.
• Maintain multiple social media and web site accounts, working with campus and sponsor web site webmasters.
• Encourage teamwork within staff members
• Submits oral and written reports to the project director
• Attends local and regional workshops/training sessions and other professional development activities to enhance job performance
• Perform other duties as may reasonably be assigned by the Director or Assistant Director.

REQUIRED QUALIFICATIONS:

• High school diploma
• Demonstrated minimum of two years of administrative office support experience (secretarial/clerical)
• Demonstrated competence in the organization and maintenance of office routines with strong attention to detail
• Demonstrated ability to work independently and collaboratively as part of a team
• Demonstrated ability to manage multiple priorities with minimal supervision
• Demonstrated excellent communication (oral and written) and interpersonal skills
• Demonstrated strong computer skills and proficiency with MS Office 365 (Word, Excel, Access) and social media
• A commitment to inclusion of and respect for all people of all identifies and backgrounds

PREFERRED QUALIFICATIONS:

• Associates degree or vocational certification in an area of business, administrative support, human services, or related field
• Demonstrated expertise in office management
• Demonstrated experience in bookkeeping and budget record keeping
• Web site maintenance experience

SPECIAL NOTES:

• (1) This position is subject to annual review based on performance and the availability of funds.
• (2) Dependent on education and experience
• (3) Work hours Monday through Friday, 9:00 am – 4:00 pm with one-hour lunch break.

Performance samples will be requested from applicants selected for interview. These will include:

1. producing a letter with Microsoft Word,
2. developing a flyer in Microsoft Publisher or Canva, and
3. demonstrating ease of social media use.

This position is a Research Foundation for The State University of New York (RF) position and is subject to The Research Foundation for SUNY policies and procedures, sponsor guidelines, and the availability of funding.

All finalists for this position will be subject to suitable pre-employment background investigation and may include confirmation of credentialing. Offers may not be extended until we receive a positive outcome from the pre-employment background investigation.

Persons interested in the above position should submit a resume along with a letter of application and three letters of reference to:

Name/Title: Administrative Assistant Search Committee
Address: Small Business Development Center
Brockport Downtown, 161 Chestnut Street
Rochester, NY 14604
(585) 395-8410

Applications will be accepted until the position is filled; however, candidates should submit their application by the beginning review date to insure optimal consideration.

Beginning Review Date: January 5, 2026