Administrative Assistant 1/Trainee-Dance-NY HELPS

SUNY Brockport

Salary: $47,695.00
Annually
Location: SUNY Brockport
Job Type: Classified Full-Time
Job Number: 2600342
Division:
College of Arts and Sciences
Department: Dance
Opening Date: 03/24/2026
Closing: 4/8/2026 11:59 PM
Eastern
Bargaining Unit:

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

• 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.eduwith 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 https://apptrkr.com/get_redirect.php?id=7027465&targetURL=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 April 8,
    2026.

    Please note, if you have retired from a New York State Public Employee Retirement System (Teachers Retirement System or
    Employees Retirement System), you may be subject to an earnings limitation. Please familiarize yourself with the rules and regulations when
    applying for this position.

    
    
    

    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.

    
    

    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.

    
    
    

    To apply, please visit https://www.schooljobs.com/careers/brockport/jobs/5281545/administrative-assistant-1-trainee-dance-ny-hel
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