Review Vacancy
TitleAdministrative Assistant 1- Global Education and Engagement NY HELPS
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $46306 to $46306 Annually
Appointment Type Contingent Permanent
Minimum Qualifications 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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 - (Non-Keyboarding titles will be required to take a typing test.)
Email Kallee Quill in the Office of Human Resources at kequill@brockport.edu with any questions regarding the Traineeship.
Duties Description The Administrative Assistant 1 for the Center for Global Education and Engagement will provide comprehensive support for all office operations. This includes study abroad, international student enrollment and support services, Washington, D.C. Internship program and COIL. This position reports to the Center’s Office Assistant 3 (Calculations). The Administrative Assistant 1 requires a high level of organization, customer service, clerical responsibilities, attention to detail, technical support, and inventory as it relates to office equipment (copiers and video conferencing tools), professionalism, and cross-cultural understanding.
Essential Functions:
General Administrative
Provides administrative support for the Director of CGEE.
Understands and works with Brockport’s Study Abroad Programs, Washington, DC Internship program, International Student Services and COIL to provide general advisement and support to students, parents, faculty and staff.
Greets visitors (students, faculty, staff, etc.) to CGEE and triages their needs.
Routes, and distributes mail or other materials.
Ships relevant documents and packages to domestic and international partners.
Manages projects or contributes to committee or teamwork.
Coordinates conferences, meetings, room requests, or special events, such as luncheons, visitors, campus events. Supports travel arrangements and registrations for staff as needed. Creates and/or submits travel expense reports for staff and faculty.
Travel / Procurement / Agreements
Purchases all office supplies and manages a p-card for the office.
Maintains inventory and arranges for repairs of all office equipment (computers, cell phones, copier, and fax machine).
Manages travel and BASC card expenditures for CGEE operations and works with OA 3 to submit for reconciliation / reimbursement.
Monitors and updates all foreign university’s agreements.
Study Abroad
Obtains grade information from overseas partners, and processes transcripts for Brockport registrar and other colleges, including visiting international exchange students.
Enters all study abroad, Washington grades on Banner and sends out supplemental transcripts to home institutions.
Ensures that Study Abroad applications are completed correctly, files, and manages student records.
Manages and answers routine inquiries through overseas@brockport.edu and info requests via Terra Dotta.
Systems
Uses various information technology applications such as email, Terra Dotta, Banner, Slate, video conferencing, excel spreadsheets and word processing applications.
Generates student identification numbers (Banner) for all non-Brockport students on study abroad, Washington program and visiting international students.
Insurance Management
Manages insurance enrollment rosters for Study Abroad, DC program and international students and submits them to insurance company for enrollment.
Coordinates insurance waiver request process with students.
When necessary, assist international students with submitting insurance reimbursement claims.
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 by June 27, 2024.
https://careers.pageuppeople.com/788/cw/en-us/job/496960/administrative-assistant-1-global-education-and-engagement-ny-helps
Some positions may require additional credentials or a background check to verify your identity.
Email Address kequill@brockport.edu
Address
Notes on ApplyingRespond to the canvass letter (if applicable). Submit your application, cover letter, resume, and contact information for three professional references via our Employment Opportunities website by June 27, 2024.
https://careers.pageuppeople.com/788/cw/en-us/job/496960/administrative-assistant-1-global-education-and-engagement-ny-helps