Position Information

NY HELPNo

AgencyUniversity at Albany

TitleAdministrative Assistant 2, Non-Competitive (Non-Permanent Eligible) CSEA

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $58046 to $70317 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Other (see below)

"Other" Explanation Hours: Work schedule to be confirmed at the time of job offer. Options include: Academic Year 8:30am-5:00pm / Summers 8:00am-4:00pm Academic Year 8:30am-4:30pm / Summers 8:00am-4:00pm Academic Year 9:00am-5:00pm / Summers 8:00am-4:00pm Academic Year 8:00am-4:00pm / Summers 8:00am-4:00pm

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County New York

Street Address University at Albany (Office of the Vice President for Research and Economic Development

1400 Washington Ave

City Albany

StateNY

Zip Code12222

Job Specifics

Duties Description Provide staff assistance and administrative support to the Vice President for Research and Economic Development (VPRED) as well as to two Associate Vice Presidents (AVPs). Duties
include, but are not limited to:
1. Maintain and coordinate the VPRED’s appointment calendar. This involves scheduling
meetings by inviting participants, making room reservations, preparing meeting materials, and ordering refreshments, if needed. Calendaring for the two Associate VPs.
2. Organize travel arrangements for the VPRED and AVPs, including conference registration, domestic and international travel, and hotel accommodations.
3. Reconcile travel card statements and process reimbursements of expenses incurred.
4. Coordinate travel arrangements and itineraries for prospective candidates and visitors to the Office of the VPRED and submit vouchers for reimbursement of expenses incurred.
5. Communicate effectively on behalf of the VPRED on a variety of action items to direct reports, administration, and other internal and external stakeholders. Keep VPRED informed on progress and status of critical action items on VPRED’s agenda.
6. Receive incoming calls and visitors. Determine the proper person or office that can address the inquiry and direct the call or visitor accordingly.
7. Work closely with the Senior Associate for Finance and Administration regarding travel funds, p-card purchases and reconciliations and additional budget requests that arise.
8. Attend the VPRED Executive Staff meetings and prepare agendas, record minutes, and follow up with action items as necessary.
9. Obtain the proper signatures on forms from Human Resources, Budget Office, President and Provost Offices, Centers/Institutes, and other University departments. This includes
the Operations Managers (OM) Research Foundation Signatory list.
10. Assist the Program Coordinator for Research Excellence with event logistics, including room reservations, ordering refreshments, invitation distribution, tracking responses,
equipment needs, making travel arrangements for keynote speaker(s) and submit proper paperwork for guest speaker reimbursement.
11. Responsible for requisition and receiving of office supplies and equipment; maintaining inventory and placing service calls for office equipment when necessary.
12. Supervise work-study students, when needed.
13. Maintain physical and digital filing systems.
14. Screen and review all incoming mail for the Office of the Vice President for Research and Economic Development and make determinations regarding distribution, action required, etc. wherever possible. Review all outgoing mail ensuring proper copies are made for distribution and follow-up when necessary.
15. When assigned as support staff on a search committee, work closely with the Research Foundation or State Human Resources and the Office of Diversity and Inclusion on tracking applications, reviewing applications, coordinating interviews and on campus
visits, and notifying applicants when the search concludes.
16. Perform other job-related duties as assigned by Office of the VPRED

Minimum Qualifications MINIMUM REQUIREMENTS:

High school diploma, or high school equivalency diploma, and three years of experience in administrative support**, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.

**Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

OPERATING NEEDS:

Experience with Microsoft Office Suite (PowerPoint, Word, Excel, Access, and Outlook) preferred.

Experience in scheduling Outlook meetings / appointments, managing several Outlook calendars, and making travel arrangements.

Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=184017

Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml

Some positions may require additional credentials or a background check to verify your identity.

Contact Information

Name Office of Human Resources

Telephone 518-437-4700

Fax 518-437-4731

Email Address classifiedjobs@albany.edu

Address

Street University at Albany

1400 Washington Avenue, UAB 300

City Albany

State NY

Zip Code 12222

 

Notes on ApplyingTo apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=184017