Administrative Assistant

1 week ago

New York, New York, United States SUNY College of Optometry Full time
Job Summary

We are seeking an experienced Administrative Assistant to provide high-level support to the Vice President and Dean of Academic Affairs and other members of the Academic Affairs Office. The successful candidate will possess exceptional organizational skills, attention to detail, and the ability to effectively manage and prioritize tasks.

Key Responsibilities
  • Provide administrative support, ensuring the smooth and timely execution of office workflow, events, and high-level customer service.
  • Respond to inquiries from internal and external stakeholders, providing information, support, and guidance as needed.
  • Prepare and distribute correspondence, including emails, letters, and reports.
  • Assist with calendar management, travel arrangements, and coordination of meetings and events.
  • Manage Academic Affairs Faculty requests, including faculty development fund requests and approvals.
  • Oversee the 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.
  • Collaborate with facilities, security, and IT to ensure the integrity of 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.
  • Provide support for budget tracking and resource management with a 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.
Requirements
  • 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.
What We Offer

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 and provide crucial support to enhance internal and external stakeholder experience and satisfaction.

The salary range is $55,000 to $60,000, and there is also a generous benefit package, including 15 days of annual leave and 13 paid holidays per year. We are a qualifying employer in the federal Public Service Loan Forgiveness (PSLF) Program.

The State University of New York, College of Optometry, is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act employer. We actively seek applications from women, veterans, individuals with disability, members of underrepresented groups, or anyone that would enrich the diversity of the College.

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