Administrative Assistant 1 / Administrative Assistant Trainee - REOC - Academic Affairs

SUNY Brockport | Rochester, NY

Posted Date 12/18/2023
Description Job no: 496783

SUNY Budget Title: Administrative Assistant 1
Work type: Full time
Location: Rochester, NY
Department: EOC Academic Affairs

The SUNY Rochester EOC (REOC) has been an established adult educational facility in the city of Rochester NY for over 50 years. Conveniently located in Downtown Rochester, the REOC has earned the reputation as one of the outstanding Centers in the state. REOC employees collaboratively provide skill and academic training necessary for students to continue to college or obtain a career. REOC has a strong connection to both SUNY Brockport and the University Center for Academic and Workforce Development. REOC is one of ten Educational Opportunity Centers (EOC) and two Career Counseling and Outreach Centers located throughout New York State, each with a commitment to supporting a diverse and inclusive workforce and student population. When you join the REOC, you are a part of a team with student success as the focus!

Job Summary:

The Administrative Assistant 1 ensures the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; other related activities.

  • Complete and distribute meeting minutes
  • Maintain Outlook calendar of the Director of Academic Affairs
  • Enter Home Health Aid (HHA) student names into Health Commerce System, print certificates, secure signatures, copy the certificates, and deliver to instructor (after each cohort completion).
  • Update Program Cost/Fees
  • Enter information in WOIA—Department of Labor Workforce database
  • Support Academic Affairs Specialist
  • Support Chairs & Coordinators
  • Security Guard documents (after each cohort completion
  • Update Emergency Telephone Tree and Organizational Chart
  • Manage Time Off/Absence Outlook Calendar
  • Approve Time and Attendance as directed by Director of Academic Affairs
  • Check mailbox of Director of Academic Affairs
  • Answer phone line of Director of Academic Affairs

Non-Essential Functions:

  • Assist with Course Scheduling calendar/booklet
  • Assist with Welcome Center coverage as requested and based upon availability
  • Assist with Pearson (testing site) on Tuesday; become a certified proctor
  • Submit approved supply orders for faculty as needed
  • Available for Instructor/Classroom proctoring as needed
  • Assist with travel arrangements as needed
  • Copy, collate, and distribute documents as needed
  • File documents as needed (hard and electronic copies)
  • Collect data, gather information for reporting purposes to internal and external agencies/partners as needed

Minimum Qualifications:

Candidates must have permanent appointment in an Administrative Assistant 1 NY State classified position or be reachable for appointment on the current NY State Civil Service eligible list for Administrative Assistant 1 Full-Time, Rochester location.

OR

The following candidates may be transfer eligible into the Administrative Assistant Traineeship (a two-phase, two-year promotional program into the Administrative Assistant 1 Salary Grade 11 title):


Office Assistant 1’s who have completed one year in title are eligible to transfer to the Salary Grade 8 – Administrative Assistant Traineeship 1. (Non-Keyboarding titles will be required to take a typing test.)

Office Assistant 2’s who have completed one year in title are eligible to transfer into the Administrative Assistant Traineeship 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.)

For full details on the Administrative Assistant Traineeship program, go to the following link: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm

This is not an entry-level position and you must already have State service or be a past State employee who could be reinstated.

Email Kallee Quill in the Office of Human Resources at kequill@brockport.edu with any questions regarding the Traineeship.

Work Schedule:

37.5 Hours/Week; Monday-Friday; 8am - 4pm

Salary and Benefits:

May be benefits eligible; Find out more about benefits at Careers@Brockport! This position is not eligible for visa sponsorship.

Application Instructions:

Respond to the canvass letter (if applicable). Submit your application, cover letter, resume, and contact information for three professional references at jobs.hr.brockport.edu.

Background Investigation Statement:
All applicants are subject to a pre-employment background check.

Pre-Employment Drug Testing:
Pre-employment drug test and DOT physical may be required for positions requiring a valid Class A or B CDL driver's license with passenger endorsement.

New York State Executive Order:
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations via email at info@goer.ny.gov.

Non-Discrimination Statement/Equal Employment Opportunity/Affirmative Action Employer:
SUNY Brockport does not discriminate. SUNY Brockport is an Affirmative Action/Equal Opportunity Employer. The University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual’s race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants or other members of the university community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.

Diversity Statement:
SUNY Brockport is committed to creating and maintaining an equitable environment that welcomes, values, and supports individuals and communities who affirm human dignity. The University provides opportunities for engagement, learning, growth, and transformation to foster a diverse, equitable, and inclusive institution.

Reasonable Accommodations:
SUNY Brockport provides reasonable accommodation to applicants with disabilities, veterans, or wounded warriors where appropriate. If you need reasonable accommodation for any part of the application and hiring process, please contact the Office of Human Resources or email your request to Tamara Gouger, AVP for Human Resources and ADA Coordinator, at tgouger@brockport.edu. Determinations or requests for reasonable accommodation will be made on a case-by-case basis.

SUNY Brockport is an AA/EEO/ADA employer. The University actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the University.

Employment Type
Full Time

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