This job has closed.

SUNY Brockport · 2 days ago

Administrative Assistant 1/Trainee- Finance and Management- NY HELPS

Brockport, NY

Full-time

Onsite

Entry Level

$48K/yr - $48K/yr

2+ years exp

SUNY Brockport is a regional comprehensive public university that offers high-quality undergraduate and graduate degree programs. They are seeking an Administrative Assistant 1 to provide principal administrative support for the Assistant Vice President for Finance and Management, along with various clerical and committee support responsibilities.

Higher Education

No H1B

Responsibilities

Provides administrative and clerical support to the AVP for Finance and Management (F&M), and the other 5thFloor F&M Offices (Budgeting, Procurement & Payment Services, Scholarship, Research and Sponsored Programs) as needed. This includes, but is not limited to:

Reviewing incoming correspondence to the offices; being mindful of confidentiality. Distribute incoming mail for F&M and Budgeting, serving as back-up for distribution of mail for the other 5th floor offices as needed

Answering AVP Office phone - directing calls as appropriate

Setting-up and accurately maintaining files, records, and spreadsheets as requested (i.e. annual folders/binders, electronic deposit log, records retention log, etc.). This includes scanning, filing, and adhering to NYS/SUNY Records Retention schedules. Coordinate best practices with others on the 5th floor and organize an annual purge of documents (paper and electronic)

Upon request, schedule meetings and assist with calendars

Oversee purchasing of office supplies and equipment (includes business cards, office signs, name badges, etc.). Coordinate with other support staff on the 5th floor to regularly review and inventory supplies on hand

Oversee the repair of office equipment (i.e. printer). Coordinate any BITS and Facilities related ticket requests and handle the surplus of any unneeded or outdated furniture/equipment. Assist in annual inventories

Coordinate and process all requested purchases for 5th floor offices. This responsibility includes holding a P-Card and adhering to all compliance related items (i.e. purchase rules, monthly reconciliations, etc.). This also includes using and understanding the EagleMart System

Manage the Classified shred bins on the floor

Being cognizant of F&M and 5th floor office deadlines to ensure compliance with set dates

Serves as a first point of contact on the Allen 5th Floor for F&M, and the other offices on the floor, as needed. Be responsive, timely, and accessible to all who reside on and who visit the floor

Maintains and updates the websites for F&M, the Budget Office, Procurement & Payment Services, Internal Controls, and the Campus-Based Fee Review Subcommittee. This includes regularly reviewing each webpage and requesting updates as needed. It also includes maintaining an up-to-date organizational chart for F&M

Manages all funds received and prepare deposits for the AVP, Procurement & Payment Services, and the Budget Office. Maintain an accurate deposit log. Facilitate deposit pick up by University Police

Coordinates the annual review and submission of campus signatories to OSC

Provides support to the following committees and subcommittees: Internal Control, the Campus-Based Fee Review Subcommittee, other committees as assigned by the AVP. This includes:

Maintaining and updating any related Microsoft Teams files

Monitoring related email accounts

Assembling and coordinating materials for meetings

Taking and disseminating accurate and timely meeting minutes

Implementing Meeting action items where appropriate

Maintaining the group's webpage, as outlined above

Acts as a facilitator for F&M campus-wide communications (ex. University Support Funds, Departmental List Updates, etc.)

Serves as the primary contract support for the Associate Director of Campus Services. This includes, but is not limited to:

Assisting with communications to individuals & departments regarding contract status

Tracking all contracts via log or other transparent means

Tracking, filing, and scanning all revocable permits

Maintaining accurate records and files related to contracts and revocable permits

Qualification

Administrative support experienceMicrosoft Office SuiteCustomer serviceMicrosoft TeamsAdobe proficiencyQualtrics proficiencyBusiness writingOrganizationSelf-initiativePrioritizeHigher education experienceConfidentialityCollaborationAttention to detailCommunication skills

Required

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

Preferred

High school diploma or high school equivalency diploma

Satisfactory experience in an administrative support role (includes demonstrated experience using office software, customer service, business writing, confidentiality, organization, collaboration, etc.)

Proficiency and experience with Microsoft Office Suite (word, excel)

Proficiency in using Microsoft Teams and developing Mach forms

Proficiency in Adobe

Proficiency in using Qualtrics

Ability to work independently with minimal supervision

Excellent oral and written communication skills and the ability to communicate with diplomacy and tact

Demonstrated self-initiative and ability to prioritize

Strong attention to detail

Higher education and/or SUNY experience