Posting DetailsPosition Information Position Title Administrative Assistant, Academic Affairs (Onsite) Position Description The SUNY College of Optometry, Office of Academic Affairs is seeking an Administrative Assistant to provide a broad range of support services to the Vice President and Dean of Academic Affairs and other members of the Academic Affairs Office including the Assistant Dean, Associate Deans, and Upstate Extension Program Director. This position requires exceptional organizational skills, attention to detail, and the ability to effectively manage and prioritize tasks. Duties typically include such activities as, but not limited to:
- Provide administrative support, ensuring the smooth and timely execution of office workflow, events, and high-level customer service including answering phone calls and emails.
- Respond to inquiries from internal and external stakeholders including faculty, students and staff, providing information, support and guidance as needed.
- Prepare and distribute correspondence.
- Assist with calendar management and travel arrangements.
- Responsible for coordinating and maintaining Academic Affairs Faculty requests including, faculty development fund requests and approvals.
- Manage Adjunct Credentialing and Adjunct Faculty Database.
- Provide support to faculty committees, the Center for Teaching and Learning, and the Office of the President.
- Assist with planning, organizing and coordinating meetings, projects and events, including venue arrangements, catering, and logistical support (e.g., RSVPs and attendance).
- Collaborate with facilities, security, and IT to ensure the integrity of the on-campus spaces and the overall comfort and safety of attendees at meetings, programs, and events.
- Prepare and distribute program materials meeting agendas, minutes, and other relevant materials.
- Act as a general resource for researching and preparing cost estimates, completing purchase requisitions, processing invoices and reimbursements, and other similar activities.
- Provide support for budget tracking and resource management with high level of detail orientation.
- Maintain inventory of supplies, marketing assets, and event materials.
- Collaborate with other staff and offices to ensure smooth operation and effective communication.
- Manage and maintain accurate records and databases.
- Perform general clerical duties, such as filing, photocopying, and data entry.
- Assist with student exam proctoring.
- Oversee and engage work-study students to support various programs and activities.
- Other duties as assigned.
Qualifications:
- Bachelor's degree or equivalent combination of education and relevant experience
- Proficiency in Microsoft 365 Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint)
- Previous experience in an administrative role within higher education is desirable
- Experience with Canva and Claris FileMaker is desirable
- Social media experience is desirable
Key Skills:
- Ability to maintain confidentiality and handle sensitive information with discretion
- Ability to anticipate, assess and proactively troubleshoot challenges that may arise
- Ability to problem-solve and take initiative
- Strong written and verbal communication skills
- Ability to work independently and collaboratively in a team environment
- Detail-orientated
- Excellent organizational and time management skills
- Ability to work occasional evenings and weekends
- Aptitude to quickly learn new software and systems
This position offers an opportunity to contribute to the smooth operation of academic and professional development initiatives. The Administrative Assistant will work closely with the Assistant Dean of Academic Affairs. The administrative assistant will provide crucial support to enhance internal and external stakeholder experience and satisfaction.Salary range is $55,000 to $60,000 and there is also a generous benefit package. 15 days of annual leave to start and 13 paid holidays per year. We are a qualifying employer in the federal Public Service Loan Forgiveness (PSLF) Program. View our Benefits at a GlanceThe State University of New York, College of Optometry, is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act employer. The College actively seeks applications from women, veterans, individuals with disability, members of underrepresented groups, or anyone that would enrich the diversity of the College.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 Office of Employee Relations at (518) ###-#### or via email at ...@oer.ny.govTo view the College's Annual Security Report, visit Posting Detail Information Posting Number 2542017 Apply by DateOpen Until FilledSpecial Instructions to Applicants