Executive Assistant for Provost and Research Foundation (Temporary)

Location: Albany, NY Category: Professional Positions Posted On: Wed Feb 26 2025 Job Description:

The State University Of New York (SUNY) System Administration, Located In Albany, New York, Is Seeking a Temporary Executive Assistant To Support The Executive Vice Chancellor (EVC) For Academic Affairs And Provost, The Research Foundation (RF) President, And The EVC's Executive Leadership Team. It Will Handle The Following Functions

• Directly assist the EVC in carrying out the duties and responsibilities of the office
• Chief point of contact for the EVC as well as the EVC's leadership team
• Work closely with the Chancellor's Executive Leadership Team and their assistants to promote unity, clear communication, meeting details and support, and assist in promoting the Chancellor's initiatives
• Demonstrate judgment and discretion in sensitive and confidential matters and materials
• Receive, update, edit, draft, and coordinate responses to inquiries from System Administration executive and management staff, Board of Trustees, campus executive staff, the Governor's office, government officials, and the public
• Assist Provost Office staff in coordinating communications, scheduling, and preparation of presentation materials including power point slides for the Academic Affairs Committee meetings of the Board of Trustees, CAO meeting, etc.
• Assist SUNY RF staff in coordinating communications, scheduling, and preparation of presentation materials including power point slides for the RF Board meetings, committee meetings, etc.
• Read, edit, and assist in composition of office correspondence, including reports and letters to ensure information is clear, concise, correct, consistent, and in proper grammatical format
• Research and assemble briefing materials for daily meetings, travel, and conferences
• Assemble and proofread confidential evaluation binders which are needed on a recurring basis
• Provide routine office support, including word processing, copies, data entry, etc.
• Assist in the preparation and coordination of grant proposals to include preparing budgets and budgetary projections
• Compile data and statistics; prepare reports and presentations, compilation, analysis, and evaluation of data
• Maintain liaison with departmental personnel to obtain information to verify or support financial records and prepare correspondence as required
• Coordinate and participate in maintaining financial records and processing related data such as invoices and vouchers
• Oversee the purchase of goods and services and has custody of the office's procurement card
• Provide calendar support as needed, organizing internal and external meetings as required; and coordinating with EVC's campus calendar
• Coordinate and schedule larger meetings for the EVC's portfolio
• Provide travel support for EVC and executive leadership team, complete forms for EVC, e.g., travel, expense claim, etc.
• Ability to travel throughout New York State, including overnight travel as required
• Monitor and approve EVC's direct reports' time records
• Initiate requisitions in Interview Exchange system as requested
• Manage the telecommunications and computer systems in the office by arranging for installations, maintenance, replacements, etc.
• Manage central files, archived files, printing, inventory, mail, and other support operations
• Review and update policies and procedures as necessary
• Serve as a resource and function as a key liaison for other departments. Meet, greet, and escort visitors
• Answer phones, monitor voice mail and email
  
  

Job Requirements

Required Qualifications:

• Bachelor's degree or combined experience
• A minimum of 3 years in an administrative setting for an executive level officer
• Ability to manage multiple complex calendars and scheduling
• An ability to use independent judgement and maintain confidentiality
• Proficiency in Microsoft Office suite
• Excellent organizational skills and an ability to manage multiple priorities
• Excellent verbal and written communication skills
• Ability to adhere to deadlines
• Detailed oriented and an ability to work with a team in a fast-paced environment.
  
  

Additional Information

• Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $60,000-$68,000 annually.
• State Title: Administrative Staff Assistant (Grade MP5) and is a Management Confidential position.
• Excellent Benefit Package which includes: NYS health insurance, free dental and vision coverage, competitive retirement options, tuition assistance, parental leave at full pay, and generous vacation, sick, and holiday time. 13 days of paid holidays per year; 21 days of vacation, and 21 days of sick time accrued each year. Please see our MC benefits summary for additional information.
• Management/Confidential appointments work under the leadership and discretion of the appointing authority and are not represented by a union.
• This position will be based in Albany, NY and is in-person with flexibility as needed. This position is not hybrid. Some travel may be required.
• This is a temporary position with an appointment of up to 6 months.
  
  

Applicants must be currently authorized to work in the United States on a full-time basis. VISA sponsorship is not available for this position.

SUNY System Administration Benefits

SUNY System Administration provides an outstanding and comprehensive benefits package to support you and your family through the many life changes you may experience while you work for SUNY. Our nationally recognized benefits include:

• Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
• Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
• Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
• Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
• Flexible Working Arrangements: Flexible working arrangements, including hybrid schedules, are available depending on position.
• Explore our full benefits offerings here: www.suny.edu/benefits