Upstate New York HERC

Program Aide- Education, Languages, and Instructional Design- NY HELPS

SUNY Brockport


Salary: $53,413.00 Annually
Location: SUNY Brockport
Job Type: Classified Full-Time
Job Number: 2600374
Division: College of Education and Health
Department: Education, Languages, and Instructional Design
Opening Date: 05/27/2026
Closing: 6/11/2026 11:59 PM Eastern
Bargaining Unit:


Founded in 1835, State University of New York (SUNY) Brockport is an exceptional regional comprehensive public university that offers high-quality undergraduate and graduate degree programs in the arts, business, education, health, humanities, social sciences, and STEM. The University's curriculum is grounded in the liberal arts and sciences and emphasizes experiential learning.

Located only a few miles from Lake Ontario in a quaint 'Village on the Erie Canal,' SUNY Brockport is conveniently situated between the cities of Rochester and Buffalo - the fourth and second largest cities in New York State. Inspiring excellence through growth, engagement, and transformation is our mission. Join the inclusive community of dedicated faculty, staff, and students who together are Building a Better Brockport!

SUNY Brockport has a strong commitment to equity, diversity, and inclusion. We are committed to creating a diverse environment and are proud to be an affirmative action equal opportunity employer. We welcome individuality and encourage you to utilize your unique talents and bring your skills as we collaboratively strive to build meaningful lives and vibrant communities.

SUMMARY

This position will serve as the Program Aide to the Undergraduate and Graduate Advisement Coordinator and the Adolescence Education Advisement Coordinator in the Department of Education and Human Development. They will provide pre-advisement assistance and outreach as directed for both undergraduate and graduate students pursuing programs in the department. They will continuously monitor, update, or create new databases or spreadsheets as required to track the undergraduate and graduate students pursuing the teaching programs in education. They will provide weekly, biweekly or monthly summaries or reports to the coordinators or other administrators as required/requested.

JOB FUNCTIONS

Essential Functions:
Undergraduate Academic Advisement Responsibilities:

• Undergraduate Academic Status Reports: At the end of each academic semester (winter, spring, summer, fall) run Argos report for all undergraduate students in EHD & SAS (Adolescence Education) who failed required courses or have not maintained a 2.0 GPA. Prepare summary spreadsheet of affected students. Mach form to be completed and sent to each student and a copy of the Mach form scanned into their student record in Banner. In reviewing student records from previous semesters, notify those students who have successfully completed the deficiencies noted in a previous semester using the appropriate Mach Form. Mach Form is scanned into their student record in Banner.
• Outreach: Using student database in SLATE, contact either by email or phone any prospective student interested in undergraduate programs in Education and Human Development. Keep record of all contacts made along with summary notes with respect to the prospective student's intentions. Share monthly summaries with Academic Advisement Coordinator.
• Transfer Students: Assist Academic Advisement Coordinator and Adolescence Education Advisement Coordinator with following up with transfer students planning to attend SUNY Brockport. This would include either phone or email with summary notes kept and shared on a weekly basis with the Coordinators.
• Undergraduate Advising Workshops: In collaboration with the EHD Graduate Assistant plan and conduct the Undergraduate Advising Workshops held each semester prior to the start of the next semester's registration. Planning would include preparing an agenda for each workshop, sharing the dates and deadlines for the next semester's courses, and making sure all students have an opportunity to ask any and all questions they may have with respect to registration.
• UG Program Plan of Study Spreadsheets: Prepare and continually update the UG Plan of Study spreadsheets used to monitor the number of course seats required in any given semester for course schedule planning.
  • UG Student Status Spreadsheets: Prepare and continually update the Undergraduate Student Status Spreadsheets.
  • Mach Forms: Monitor submission of all Mach Forms submitted for Plan of Study for UG programs in EHD and Adolescence Education. Exports to be completed from Mach Form (as appropriate or required) into UG Program Plan of Study Spreadsheet.
  • Adolescence Education Programs: Work with the Adolescence Education Advisement Coordinator to assist with advisement, outreach, reports required on an as-needed basis.
• Graduate Academic Advisement Responsibilities:
  • Graduate Recruitment/Outreach: Using the SLATE database, reach out to those prospective graduate students in the Prospects Bin either by email or phone to ask if they have any questions or need additional program-specific information prior to making a decision to submit their graduate application. This could include reviewing admission requirements, program delivery mode, timeframe for completion of program, tuition costs and fees, etc. Summary notes kept to be shared with the Academic Advisement Coordinator.
  • Accepted Not Deposited Graduate Students: Using the SLATE database, reach out to those graduate students who have been accepted but have not yet deposited for any given semester. Outreach would be by email or phone inquiring if they need additional information or have questions before they make the decision to pay the deposit and continue with the full matriculation process. Summary notes to be shared with the Academic Advisement Coordinator.
  • Accepted-Deposited Graduate Students: Monitor SLATE on a daily basis to keep track of those candidates accepted/deposited for any given semester. New students will be entered into the master spreadsheet, which will include all of the information transferred from their record in SLATE. Depending on the program accepted into, make decision as to the faculty member who will be assigned as the formal advisor and continue to track the number of advisees each faculty member has by maintaining the Faculty advisees spreadsheet. Note whether the student has Conditions of Admission and, if so, download that decision letter from SLATE to be scanned into the student's record in Banner. Prepare and send the welcome-orientation letter via email to the student and scan the letter into the student's record in Banner.
  • Conditions of Admission Master Spreadsheet: For each graduate student who has conditions of admission, update the Conditions of Admission Master Spreadsheet to include the information specific to that student. For those students who have a condition of providing proof of Initial Teacher Certification within 12 months of being accepted work with the Certification Officer on a periodic basis to review those students and assure they have met that requirement. All other conditions of admission are monitored on a semester basis to assure they are being met. Reminder notices to be sent to any student who has not yet provided the appropriate proof and copy of that notice to be scanned into their student record in Banner.
    • Graduate Program Plan of Study Spreadsheets: Prepare and continually update the Graduate Program Plan of Study spreadsheets used to monitor the number of course seats required in any given semester for course schedule planning. Updates would include exports of Plans of Study from Mach Forms for each of the graduate programs. Reports to be shared upon requests received from the Department Chair, Associate Chair or Academic Advisement Coordinators.

REQUIREMENTS


Minimum Qualifications:
NON COMPETITIVE/ NY HELPS: Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

COMPETITIVE: Candidates must have permanent appointment in a Program Aide New York State classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service eligible list for Program Aide, Full Time - Brockport location.

Transition: one year of permanent competitive service in a clerical, keyboarding, secretarial, or paraprofessional title allocated to Grade 5 or higher.

Preferred Qualifications:

• Excellent technical skills in use of Microsoft programs including Excel, Word, PowerPoint.
• Excellent writing, interpersonal and communication skills.
• Experience in using Banner, Argos and SLATE.
• Ability to prioritize assignments, multi-task and exercise creative time management with respect to assignments/projects.

• Experience in the Academic Affairs Division of SUNY Brockport
• Willingness to seek additional training as needed or required
• Ability to work with diverse populations

ADDITIONAL INFORMATION

Work Schedule:
37.5 hours/week: Monday - Friday 8:00am - 4:00pm

Benefits:
Benefits eligible. Find out more about benefits at
Non-Discrimination Statement/Equal Employment Opportunity/Affirmative Action Employer:
SUNY Brockport does not discriminate. SUNY Brockport is an Affirmative Action/Equal Opportunity Employer. The University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants or other members of the university community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.

Diversity Statement:
SUNY Brockport is committed to creating and maintaining an equitable environment that welcomes, values, and supports individuals and communities who affirm human dignity. The University provides opportunities for engagement, learning, growth, and transformation to foster a diverse, equitable, and inclusive institution.

Reasonable Accommodations:
SUNY Brockport provides reasonable accommodation to applicants with disabilities, veterans, or wounded warriors where appropriate. If you need reasonable accommodation for any part of the application and hiring process, please contact the Office of Human Resources or email your request to Tamara Gouger, AVP for Human Resources and ADA Coordinator, at tgouger@brockport.edu. Determinations or requests for reasonable accommodation will be made on a case-by-case basis.

SUNY Brockport is an AA/EEO/ADA employer. The University actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the University.



To apply, please visit https://www.schooljobs.com/careers/brockport/jobs/5356695/program-aide-education-languages-and-instructional-design-ny-helps

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