Records and Assessment Coordinator Employment Opportunity: The College at Brockport

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Records and Assessment Coordinator Employment Opportunity

Internal Posting

Campus Title:      Records and Assessment Coordinator

Budget Title:        Staff Assistant

Salary Level:        SL2

Minimum Salary:  $42,651

The College at Brockport, State University of New York is accepting applications for a Records and Assessment Coordinator for the University Police Department.  Reporting to the Chief of Police, the Records and Assessment Coordinator is responsible for the coordination and oversight of the majority of the daily operational functions of the Department.

Major Responsibilities

Manages and coordinates all Department personnel records, including initiation and follow-through of processes necessary for hiring, probationary reviews, and performance evaluations. Works closely with Human Resources to assure all processes are in accordance with collective bargaining units, Civil Service rules and regulations, and applicable Department DCJS Accreditation standards.

Coordinates in-service training requirements for all Department members. This includes collaboration with the Training Lieutenant to assure that all training requests from Department members are acknowledged and responded to; necessary registration requirements for those trainings are processed in a timely fashion; travel arrangements are made as required; and that in-service training records for each Department member are created and updated in an accurate and complete manner.

Collaborates with the Scheduling Lieutenant in the use of the When2Work software to verify accurate time sheets on a biweekly basis, assuring accuracy of overtime and time off requests. Works closely with the timekeeper in the Payroll Office to assure that accruals for staff members are recorded in accordance with the appropriate collective bargaining agreement. Prepares overtime payment summaries, overtime expenditures and quarterly reports for submission to Budgeting Office.

Coordinates and oversees the Department’s multiple budget accounts. Works closely with the Procurement and Payment Services Office in the acquisition of all equipment and supplies needed for the Department and assuring that all rules and regulations with respect to bidding processes are adhered to. For those expenditures that are made using the Department’s PCard, assure that the monthly reconciliations are completed in a timely fashion.

Prepares quarterly budget reports to be reviewed with the Chief of Police. Ongoing updates to the Chief of Police with respect to all accounts and expenditures made, including remaining balances.

Oversees and is responsible for the Department’s Archive Room, which includes all crime and arrest reports, incident reports, background investigations. All records to be maintained in accordance with SUNY Records and Retention Disposition Schedule.

Collaborates with the assigned Quartermaster for the department, which includes accurate inventory records of all uniforms, body cameras, body armor, belts, holsters, nametags, brass. This process includes inventory initially issued to department members, inventory turned in due to wear/tear/size changes, as well as reissuance of replacement inventory. Comprehensive coordination of the entire process and assuring that appropriate quantities of required uniforms, etc. are maintained for issuance as necessary.

Oversees and maintains the Department’s Property Control Equipment Inventory Records on Blackboard.

Oversees all patrol vehicles assigned to the Department, including coordinating required preventive maintenance, inspections, scheduling appointments and completing vehicle maintenance records. This includes mechanical as well as IT issues with the patrol vehicles.

Coordinates and distributes subpoenas received for Department members. Process includes notifying (by copy of the subpoena and notification email) to the appropriate Department member, having the Department member sign the Subpoena Acknowledgment Form, and maintaining copies of those documents on the file share.

Serves as the Department’s liaison with the Vice President for University Relations with respect to all Freedom of Information (FOIL) requests. All requests to be reviewed with Chief of Police prior to consultation with University Relations.

Creates and issues Department written directives in the areas of:

Administrative Order

Personnel Order

Training Bulletins


Special Order (events)

Represents Department on the Enrollment Management and Student Affairs Assessment Team (EAT).

Assists in preparation of Unit End of the Year Report

Develops Annual Goals and Assessment of past goals

Assessment Plans

Key Performance Indicators and Benchmarks

Department Points of Pride/Accomplishments

Department learning outcomes

Division Goal and College Mapping

Uses IMPACT (department records management system used for all incident reports/calls for service by department members), prepares the weekly reports (which includes the department’s crime and service reports for the week) to be submitted to the Web Team for uploading to the University Police website.

Serves as a member of the University Police Community Relations Committee created in 2019. This committee is a student-driven committee sponsored and created by University Police in order to bridge the relationship between the student population and the Department. Assists in the advocacy and ombudsman partnership in order to strengthen and ensure a positive student-University Police climate.

Assesses and updates the department University Police and Emergency Management content on websites as necessary and appropriate with command staff approval.

Assists with preparing six-month and final reports with assessments for Investment Fund for Core Needs (IFCN).

Researches new technologies in the field of law enforcement.

Researches new legislative requirements and possible impact on current policies and procedures.

Outreach to other police departments/agencies with respect to new initiatives being considered.

Researches grant opportunities available and relevant to the department/law enforcement.

Required Qualifications

Bachelor’s degree by time of appointment from a college or university accredited by the U.S. Department of Education or an internationally recognized college or university. 

Strong organizational skills with demonstrated ability to handle multiple projects simultaneously.

Demonstrated ability to take initiative, work independently, and perform as a valued team member.

Experience working with diverse populations.

Strong writing, interpersonal and communication skills.

Strong technology skills (Word, Excel, PowerPoint, Publisher).

Excellent attention to detail and proactive follow-up.

Preferred Qualifications

Master’s degree by time of appointment from a college or university accredited by the U.S. Department of Education or an internationally recognized college or university.

Program Management experience.

Experience working in a higher education (college/university) setting.

Experience with New York State procurement process.

Experience with budgeting and report preparation.

Experience with assessment.

Experience with records management.

Research and grants writing experience.

Law enforcement experience.

Department Description

The University Police Department consists of the Chief of Police, 4 Lieutenants (University Police Officer 2), 11 Officers (University Police Officer 1), 4 Dispatchers (University Police Communications and Security Specialist), and the Emergency Manager.  The Department is a 24/7/365 operation providing protection, safety, and security for the total campus, including all students, faculty, staff and visitors.  The Department has a Community Policing program that provides programs on multiple issues and topics to the residence hall population.   Each Lieutenant and Officer is assigned to an individual residence hall through the Community Policing program.

The College and Region

The College at Brockport, State University of New York, serves a diverse student body of over 7,100 undergraduate and 1,100 graduate students enrolled in 50 undergraduate majors and more than 50 masters’ programs, teacher certification programs and advanced graduate certificates supported by more than 750 instructional faculty and professional staff. The College is an inclusive learning community that inspires excellence through growth, engagement, and transformation. 

The College is located along the famous Erie Canal, in the village of Brockport in western New York State, a region known for its low cost of living and stable housing market. The College benefits from a small-town atmosphere, even while located near major metropolitan cities. Brockport is:

• 16 miles west of the city of Rochester, which is the home of the Rochester Institute of Technology, the University of Rochester, the Eastman School of Music, the Strong National Museum of Play, and the Rochester Red Wings AAA baseball franchise;

•   45 miles east of Buffalo, which is the home of the University of Buffalo, the Bills NFL franchise, and the Sabres NHL franchise;

•   75 miles from Niagara Falls USA, which features the American, Horseshoe and Bridal Veil Falls;

•   140 miles from Toronto, the largest city in Canada and the home of the University of Toronto; and

•   350 miles from the many attractions of New York City.

•   The area features a number of technology companies, including Paychex, Xerox, and Kodak, and other large companies such as Wegmans and Excellus. Rochester and its suburbs feature some of the highest-quality public, private, parochial, and charter schools in New York State. The region is known for its natural beauty, including Lake Ontario, the Genesee River (with three major waterfalls in Letchworth State Park), and the Finger Lakes region with its notable vineyards and wineries.

Application Instructions

This position is subject to the Brockport Professional Promotion Program Policy.  Priority 1 internal applicants are given first preference and Priority 2 internal applicants are given second preference.  Internal application materials will be accepted until 11:55pm on 3/30/20.  To apply, please visit and input requisition number 494499 in the Search field to access the position.  For consideration, please complete the application and include your cover letter, resume, and contact information for three professional references.

New York State Executive Order 161

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 via email at

Equal Employment Opportunity/Affirmative Action Employer/Diversity Statement

We are part of an academic community committed to fostering integrity, civility, and justice.  We affirm that the dignity of our Brockport community is protected when free speech, academic freedom and individual rights are expressed within a climate of civility and mutual respect. Striving to learn from each other, we value human diversity because it enriches our lives and it is fundamental to the College’s commitment to teaching, learning, scholarship and service leading to student success.

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.



Office of Human Resources: (585) 395-2126

Human Resources

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