NY HELP Yes Agency SUNY Brockport Title Administrative Assistant 1/Trainee -Counselor Education NY HELPS Occupational Category Clerical, Secretarial, Office Aide Salary Grade 09 Bargaining Unit ASU - Administrative Services Unit (CSEA) Salary Range From $47695 to $47695 Annually Employment Type Full-Time Appointment Type Contingent Permanent Jurisdictional Class Competitive Class Travel Percentage 0% Workweek Mon-Fri Hours Per Week 37.5 Workday From 7:30 AM To 3:30 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? No County Monroe Street Address 350 New Campus Drive City Brockport State NY Zip Code 14420 Duties Description JOB FUNCTIONSEssential Functions: Serves as first contact for the department.Reviews, sorts, and distributes the mail.Processes all Counselor Education graduate applications, prepares application materials for review by faculty. Organizes application interviews.Assigns new students to advisors and sends welcome packets/emails to newly accepted students.Provides registration access to students.Provides support to the Clinical Coordinator related to clinical documentation requirements.Maintains enrollment data and course registration materials for assistance in end of the year reporting.Maintains digital and physical filing systems of general record keeping, departmental forms, syllabi, current/past/LOA students.Maintains departmental budget records and corporate VISA card.Distributes and collects course evaluation forms.Supervises and trains work-study office assistants. This include processing their time sheets, as well as training of graduate assistant(s) as needed.Maintains ACCESS database and filing system of current and past graduate students.Prepares graduation material, including checking of students’ transcripts and plan of study, and contacts students for incomplete data. Schedules graduation reception, reserves room location, creates graduation program, orders refreshments, and tracks attendance.Attends faculty meetings and record minutes.Reserves conference room for all department meetings.Schedules meetings for the department chair as needed; maintain calendar.Processes faculty and adjunct faculty appointment forms and all new hire paperwork.Processes travel and mileage reimbursement forms.Processes all purchase requisitions, paperwork for equipment and supply purchases, service contracts and equipment repairs.Maintains records of key property control and inventory reports for all equipment and supplies in the department. Minimum Qualifications REQUIREMENTSMinimum 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, word 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.ORTransfer 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 - (Non-Keyboarding titles will be required to take a typing test.)Email Ezgi Erdogan in the Office of Human Resources at eerdogan@brockport.edu with any questions regarding the Traineeship.Preferred Qualifications:Proficient in MS OfficeAbility to demonstrate initiative, multi-task, and work independently. Additional Comments 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:https://www.schooljobs.com/careers/brockport/jobs/5026478/administrative-assistant-1-trainee-counselor-education-ny-helps?pagetype=jobOpportunitiesJobs Some positions may require additional credentials or a background check to verify your identity. Name Ezgi Erdogan Telephone 15853955938 Fax Email Address eerdogan@brockport.edu Address Street 350 New Campus Drive City Brockport State NY Zip Code 14420 Notes on Applying .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:https://www.schooljobs.com/careers/brockport/jobs/5026478/administrative-assistant-1-trainee-counselor-education-ny-helps?pagetype=jobOpportunitiesJobs