Optometric Administrative Support Specialist

4 weeks ago

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

The SUNY College of Optometry seeks an Administrative Assistant to provide support services to the Office of Continuing Professional Education and the Office of Academic Affairs. This role requires exceptional organizational skills, attention to detail, and the ability to effectively manage and prioritize tasks.

Key Responsibilities
  • Provide administrative support to the Office of Continuing Professional Education and the Office of Academic Affairs, ensuring the smooth and timely execution of office workflow, events, and high-level customer service.
  • Support and assist the Director for Continuing Professional Education and Assistant Dean for Academic Affairs.
  • Assist with calendar management and travel arrangements.
  • Respond to inquiries from internal and external stakeholders, providing information, support, and guidance as needed.
  • 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.
  • Assist in preparing and submitting documents for course and program accreditation, ensuring all continuing education activities comply with national, state, and local accreditation standards, guidelines, and policies.
  • 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 administrative staff and offices to ensure smooth operation and effective communication.
  • As needed, provide support to the Center for Teaching and Learning and the Office of the President.
  • Assist with student exam proctoring.
  • Manage and maintain accurate records and databases.
  • Perform general clerical duties, such as filing, photocopying, and data entry.
  • Oversee and engage work-study students to support various programs and activities.
Qualifications
  • Ability to work occasional evenings and weekends.
  • Bachelor's degree or equivalent combination of education and relevant experience.
  • Proficiency in Microsoft 365 Office Suite (Word, Excel, PowerPoint, Outlook).
  • Previous experience in an administrative role within higher education is desirable.
  • Experience with Canva/Cvent/Event Bright/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.
  • 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 Director of Continuing Professional Education and the Assistant Dean of Academic Affairs. The administrative assistant will provide crucial support to enhance internal and external stakeholder experience and satisfaction.

The 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) 474-6988 or via email at info@oer.ny.gov.

About SUNY College of Optometry:

The State University of New York College of Optometry advances visual health and patient care through leadership in education, research, and service. More than a half century ago, a group of dedicated optometrists and benefactors came together to create an institution that would support optometric education, vision science research, and extend quality vision care to all New Yorkers and the surrounding community. The State University of New York College of Optometry evolved from this mission.

Since we opened our doors to our first class of students in 1971, the College has grown to become one of the leading optometric education and vision research centers in the world. The College houses the University Eye Center — one of the largest outpatient vision care clinics in the country — and engages in cutting-edge research that is helping to shape the future of optometric care.

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