Location: Albany, NY Category: Professional Posted On: Wed Aug 14 2024 Job Description:

The Administrative Assistant to the Chief of Staff (M/C, At-will) for the Office of the President will be responsible for the following activities:

• Serve as the primary point of contact and host for all visitors to the President's Office and provide office phone coverage

• Maintain an accurate and suitable daily work calendar for both the Chief of Staff and President (when needed). This includes, but is not limited to, scheduling meetings, conferences, travel itineraries, and internal and external events.

• Provide administrative support to the Chief of Staff including managing routine correspondence and other administrative tasks.

• In coordination with the Chief of Staff, provide administrative support for the University Council including scheduling meetings.

• Prepare materials, presentations, and research needed to support the daily schedule of the Chief of Staff

• Coordinate travel arrangements, including making reservations and booking transportation, hotels, for the President, Chief of Staff, and other members of the Office of the President

• Prepare the office's credit card reconciliation processes, procurement, and management of institutional memberships

• Assist with logistics and staffing at special events and President's Office activities as needed

• Serve as backup to and supplement the work of the Senior Assistant to the President, particularly with tasks involving the President's calendar, meetings, and travel, and reviewing of correspondence and reports requiring the President's review and/or signature

• Monitor office correspondence, including emails sent to the President's office and President's Attendance requests

• Provide general administrative support to the Executive Communications Officer and other members of the Office of the President.

• Maintain discretion in matters of a confidential nature and employ sound judgment in all work-related matters

• Assist in interviewing, hiring, and training work-study students

• Seek opportunities to engage in training or conferences to gain proficiencies and knowledge for professional development

• Be an engaged citizen of the University through participation in University-wide events, volunteer efforts, and other service opportunities

Regulars Hours: Monday-Friday; 8:30 AM - 5:00 PM (1 hour lunch)

Job Requirements:

Minimum Qualifications:

• An associate's degree from a nationally accredited college or university plus 3 years of experience OR 5 to 7 years of progressively responsible office experience in an administrative level position.

• Demonstrated and significant experience maintaining an executive calendar and scheduling large and complex meetings

• Demonstrated experience with logistical and travel arrangements

• Experience working in a professional, executive office

• Experience using Outlook for calendaring and e-mail, as well as Word, Excel, and PowerPoint

• Strong interpersonal and communication skills

• Attention to detail, accuracy, and deadlines

• Ability to manage multiple tasks and priorities in a fast-paced environment

• Strong proofreading skills

• Refined follow-up skills

• Demonstrated ability to work with confidential information and materials

• Must be able to work in a team environment and be able to take individual initiative

• Must be able to maintain a positive and friendly attitude

• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.

• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role

Preferred Qualifications:

• Experience working within a large, complex organization

  Additional Information:

Professional Rank and Salary Range: MP, $65,000-$70,000

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish, and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=180029