Administrative Assistant 1 - History/Political Science and International Studies - NY HELPS

$46,306 - $46,306/Yr

State University of New York - Brockport, NY

Full-time - Entry Level

Brockport, NY

Educational Services

About the position

The Administrative Assistant 1 position at SUNY Brockport is responsible for managing secretarial and clerical activities within the History, Political Science, and International Studies departments. This role supports department chairs in daily operations, including office management, purchasing, record keeping, and event support, ensuring efficient functioning of the departments.

Responsibilities

• Assist in management of all secretarial and clerical activities of the departments.
• Organize and maintain files, assist in record keeping, property and key control.
• Access University online resources such as Banner and Brightspace.
• Gather information to assist the Chairs in class scheduling and budget management.
• Manage office flow for chairpersons, faculty, and staff members in the departments.
• Facilitate and manage hiring, payroll, and schedules of student workers.
• Reply to inquiries about programs and procedures from students and others.
• Process mail and deliveries, answer department phones, and update directories and classroom schedules.
• Oversee operation of copiers and supplies, manage SLATE reports and response letters.
• Prepare purchase requests for faculty and staff in the departments.
• Purchase storeroom supplies, equipment, and furniture.
• Reconcile purchasing transactions in the SUNY Business Intelligence System each month.
• Type forms for faculty and staff appointments, keys, and signs.
• Process and keep records on travel, type Travel Vouchers, and process them for reimbursement.
• Take minutes at faculty meetings and assist faculty with various forms such as travel reimbursement and FSA expenses.
• Collect and file syllabi, textbook orders, personnel files, etc.
• Maintain and update spreadsheets for purchases, FSA paperwork, and purchase requisitions.
• Reserve spaces, order food, assist with publicity, and handle attendance and registration for events.

Requirements

• Two years of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration.
• 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 substitute for experience.
• Ability to pass a keyboarding test demonstrating the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.

Nice-to-haves

• Experience with Ellucian software
• Knowledge of NYS contracted vendors
• Familiarity with SUNY Business Intelligence System

Benefits

• Full-time position with a salary of $46,306 per year