Position Type: Secretarial / Clerical Location: Brockport Division/Equivalent: Academic Affairs School/Unit: Professional Education Unit Categories: Secretarial/ Clerical
Position Summary: Collaborates with the director, coordinators, and office assistants to provide secretarial and administrative support to the Field Experience Offices in the Professional Education Unit. Works as a team and independently, to communicate with faculty, staff, teacher candidates, and school district personnel. Coordinates events and meetings. Organizes material and maintains records, including the Field Experience Office website and database.
Essential Functions: Communication:
Sends placement confirmations to students, school-based teacher educators, and college supervisors.
Prepares written and electronic material using an Access database, Microsoft Word, Excel, PowerPoint, Mach Forms, mail merges, etc.
Creates, edits and disseminates weekly newsletters for students, faculty and staff.
Updates website regularly.
Creates, updates, and exports Mach Form materials.
Updates all letters, forms, time logs, and digital handbooks.
Prepares for seminar meetings, class visits, Australia webinars, and partnership work by arranging rooms, parking, food service, materials, agendas, signage, lists and packet materials.
Updates field experience placement applications and procedures for receiving/reconciling them.
Coordinates processes for candidates requesting two placements in one semester, applications for placements in Australia, and student teaching registration.
Keeps detailed process folders, lists and tables of monthly duties, progress sheets for events, calendars for each semester, budget spreadsheets and website updates.
Keeps track of and orders supplies; processes stipends and tuition waiver requests, travel arrangements, reimbursements, and appointment forms in a timely manner.
Purges files regularly in accordance to state/college guidelines.
Maintains completed budget records; tracks on BI; reconciles P-card VISA statements.
Monitors work-study allocations and spending.
Uses an extensive Access database to record and track teacher candidate placements, SBTE, college supervisor and school district information.
Audits database records and assessments for ELL, OPI and high needs requirements; and follows up on the same.
Archives database records each year.
Collect time logs and records hours.
Assists the Director (direct supervisor) and Coordinator for Field Experience in all aspects of field experience placements, notifications, events, and communication.
Advertises, hires, trains, and supervises work-study students and temporary service students.
Assists with hiring and training the Office Assistant 1.
Opens mail, replies to emails and phone calls, attends staff meetings, assists at events, communicates deadlines to candidates, and schedules work-study student hours.
Minimum Qualifications: Candidates must have permanent appointment in a Secretary 1 classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service canvass list for Secretary 1, Full-Time - Brockport location.
Experience with websites and Business Intelligence (state budgeting system).
Familiarity with the education program at Brockport.
Experience working with Banner.
Proficient with Microsoft Word, Outlook, Access, Excel, MachForms.
Excellent knowledge of proper grammatical usage, punctuation and spelling.
Ability to work independently and with a team.
Working Environment: Work location is the AW Brown building, which is undergoing extensive renovations during the 2017-2018 year.
How to apply: Please submit your Canvass Letter by U.S. Mail and apply on-line to include a cover letter, resume and three professional references at jobs.brockport.edu by April 25, 2018.
Employment at The College at Brockport is contingent upon the successful completion of a background check and final budgetary approval.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations.
The College at Brockport, State University of New York is an AA/EEO/ADA employer. The College actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the College.
Founded in 1835, The College at Brockport is a nationally recognized comprehensive public college focused on student success. We are proud of our academic quality and exceptional value. Our 464-acre campus has 67 buildings occupying about one-quarter of the campus, with rolling grassy fields and wooded land. Each year, The College at Brockport awards approximately 25 percent of all bachelor's degrees in the Rochester area, with many alumni staying in Rochester to work or attend graduate school. Our alumni serve in leadership roles in business, government, public safety, health care, the arts, sciences and education.