Administrative Assistant 1​/Trainee- Student Accessibility Services- NY HELPS

Administrative Assistant 1/Trainee

SUNY Brockport is accepting applications for Administrative Assistant 1/Trainee. The Administrative Assistant 1 provides comprehensive administrative and operational support for the Academic Success Center (ASC), specifically Tutoring Services and Student Accessibility Services (SAS). This position serves as the first point of contact for students, faculty, staff, and visitors while ensuring the efficient operation of daily office functions. Responsibilities include customer service, office administration, student employee onboarding and payroll, scheduling, financial processing, communications, and support for tutoring and testing center operations.

The position requires exceptional organizational skills, attention to detail, strong customer service, and the ability to manage multiple priorities in a fast-paced, student-centered environment.

Job Functions

Essential Functions

Office Administration (30%)

Serves as the primary point of contact for the Tutoring Center

Supports Student Accessibility Services and Testing Center operations

Responds to phone, email, and in-person inquiries

Manages departmental email accounts and correspondence

Establishes and maintains office procedures, filing systems, and efficient workflow

Coordinates calendars, appointments, meetings, and room reservations

Prepares meeting agendas and minutes

Prepares, mail, and ship letters, reports, promotional materials, and other departmental communications

Coordinates campus mailings and information distribution

Orders office and tutoring supplies and maintains equipment and inventory

Assists with departmental projects and committee work

Reviews documents and correspondence for correct spelling, grammar, formatting, and adherence to departmental standards

Tutoring Center Operations (25%)

Provides general office support and assists with special projects as assigned

Coordinates tutoring schedules, programming, and training activities

Reserves rooms for tutoring sessions and events

Enters and maintains tutoring usage data

Assists with large-scale assessment and data collection activities using systems such as Slate Student Success and Mach Form

Student Employment Administration (25%)

Coordinates recruitment, onboarding, and hiring paperwork for student employees

Processes work referral forms

Tracks and approves student employee timesheets

Maintains bi-weekly payroll records

Troubleshoots payroll, direct deposit, and time reporting issues

Financial & Operational Support (10%)

Processes purchasing card (P-Card) transactions and monthly reconciliation

Processes travel vouchers and reimbursements

Purchases supplies while maintaining accurate financial records

Tracks departmental expenditure and purchasing documentation

Customer Service & Campus Support (10%)

Spot-checks tutoring rooms to connect students and tutors, stock supplies, and maintain an organized and welcoming environment

Provides information and referrals to students, faculty, staff, and visitors

Supports student engagement activities and campus programming

Demonstrates commitment to diversity, equity, inclusion, accessibility, and belonging

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…