Senior Administrative Assistant

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Senior Administrative Assistant

Thursday, March 13, 2025 4:00 PM | Anonymous

Job Title: Senior Administrative Assistant

Job ID: R25-13

Location: Rockefeller College

Full/Part Time: Full time

The Professional Development Program (PDP) of the University at Albany’s Rockefeller College seeks a service-minded individual who is committed to performing high-quality work to fill a Senior Administrative Assistant position in PDP’s Department of Temporary Assistance Training located in Albany, NY.

Description Of Duties

Under direction of the Department Manager or designee, this position: assists with day-to-day functions related to workforce training programs and provides administrative, project, and logistical support to adult education and training programs, teams, and staff; provides front-line supervision and leadership to a project support team and coordinates support staff activities by monitoring the workflow, prioritizing work, and assuring the expected quality and quantity of work performed; and assists the department manager and supervisors in completing staff recruitment and project activities of a complex and confidential nature. Duties include, but are not limited to:

• Performing administrative/secretarial functions and providing project and logistical support for designated education and training programs, teams, and staff (i.e., course registration and implementation activities, file and supply management, archiving, scanning, copying, and maintaining confidentiality).
• Supervising and training project support staff, coordinating support staff activities, and developing and refining operational procedures.
• Providing support for staff recruitment and on-boarding activities.
• Providing exceptional customer service, including answering phones/e-mails, responding to inquiries, and corresponding with staff, trainees, project sponsors, and vendors.
• Preparing, formatting, proofreading, editing, and assembling training materials, correspondence, reports, and proposals in required document templates.
• Proficiently using Microsoft Office, Microsoft SharePoint, Adobe Acrobat Pro, and maintaining/updating databases and course registration/learning management systems.
• Preparing/processing purchase requisitions, travel payment requests/reimbursements, and work agreements with vendors, as well as monitoring and reconciling expenditures.
• Arranging meetings/trainings and staff/trainee travel activities.
• Maintaining training and office calendars.
• Perform other duties as assigned to meet contract requirements.
  
  

Minimum Qualifications

• High school diploma and five years of office and general administrative support experience.
• Experience coordinating administrative/secretarial or customer service activities, leading or supervising staff, or coaching and developing skills of staff.
• Excellent communication (speaking, writing, interpersonal), customer service, and telephone skills.
• Strong team and customer orientation with demonstrated commitment to excellence in customer service.
• Excellent organizational skills with strict attention to detail.
• Demonstrated ability to effectively prioritize, manage, and complete numerous tasks within established deadlines, work under pressure, and take initiative to complete work.
• Demonstrated ability to maintain confidentiality, including information and documents of a sensitive nature.
• Experience using Adobe Acrobat Pro, Microsoft products (Outlook, Teams, Word, Excel, Access, PowerPoint, Edge, SharePoint), and document templates.
• Experience with preparing e-mails, reports, proposals, or other documents, including formatting and archiving documents of a complex nature.
• Demonstrated ability to work independently under supervision as well as part of a team.
• Demonstrated ability to effectively lead a team and encourage and promote teamwork and positive interactions.
• 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.
• Ability to lift and carry up to 40 lbs.
• Ability to occasionally travel on project business within NYS, including travel to areas that may not be served by public transportation.
  
  

Preferred Qualifications

• Post-secondary education.
• Experience with Research Foundation for SUNY policies and procedures relating to purchasing and travel.
• Experience working in an adult education and/or training setting.
• Experience using learning management systems or setting up meetings or training in Webex.
  
  

COMPENSATION: Salary is expected to be between $50,000 and $51,720 (annual).

SPECIAL NOTES: Employment is with The Research Foundation for The State University of New York, a private, nonprofit, educational corporation that administers sponsored program activity for the University at Albany

FLSA: Non- Exempt

BENEFITS: The Research Foundation for The State University of New York, offers exceptional benefits such as healthcare, dental, vision, pension plans, competitive pay, generous paid time off, tuition assistance, life insurance and long-term disability insurance. . Please see the RF Benefits Flyer for more information.

How To Apply

Persons interested in the above position should submit a resume, three work-related references, along with a cover letter. Applicants must also provide with their resumes two samples of written work (such as an e-mail, letter, memorandum, report, or job aid) where the applicant was the primary author. Applicants selected for a second interview will be expected to complete an assignment that includes writing an e-mail based on a scenario

This position is not eligible for visa sponsorship.

To apply go to http://rfhr.interviewexchange.com/jobofferdetails.jsp?JOBID=186352

Applicants may also visit our website at www.pdp.albany.edu for more information.

CLOSING DATE: Review of applications will begin immediately and continue until the position is filled.

EQUAL EMPLOYMENT OPPORTUNITY: As an Equal Opportunity / Affirmative Action employer, the Research Foundation will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law.