Administrative Assistant, Office of Institutional Research and Data

Duties Description The State University of New York System Administration is seeking an Administrative Assistant for the Office of Institutional Research and Data Analytics (OIRDA). The Administrative Assistant provides critical administrative and operational support to ensure the efficient operation of the office. Responsibilities include serving as the primary point of contact for the office, assisting with routine office functions, maintaining records and files, and supporting established office procedures related to OIRDA's research, reporting, and data activities.

The selected candidate will assist with day-to-day office operations by maintaining accurate campus contact lists; tracking schedules, deadlines, and submissions; and coordinating routine communications and information requests across SUNY System Administration, all 64 SUNY campuses, and external constituents. Duties also include organizing and maintaining records, handling routing budget- and travel-related matters, assisting with the review and verification of submitted information for completeness and accuracy, entering or updating data as needed, and performing basic data collection or background research to support reporting and operational needs in accordance with established guidelines.

Responsibilities include but are not limited to the following:

- Serve as the primary point of contact for the office by answering and directing telephone calls, welcoming visitors, and responding to or routing general inquiries.
- Oversee daily monitoring and triage of the general office email inbox, ensuring responses are promptly documented.
- Schedule and coordinate meetings, appointments, interviews, and events with internal SUNY offices, SUNY campuses, and external partners; including room scheduling, food service requests, RSVP tracking, follow-up communications, and note taking.
- Compose, type, and distribute meeting notes, correspondence, and reports.
- Ensure meeting rooms are set up properly for remote connections and resolve any issues as appropriate prior to the start time.
- Provide routine office support, including printing, copying, scanning, collating, and binding materials.
- Set up and manage paper and electronic filing systems.
- Format and finalize routine correspondence, memoranda, presentations, tables, and reports in both electronic and hard-copy formats.
- Assist with routine budget matters and maintain organized binders of budget-related records and supporting documentation in accordance with established guidelines.
- Prepare, submit, track, and maintain routine office paperwork, including travel requests, purchasing documentation, food and event justifications, subscriptions, memberships, and related approvals.
- Arrange travel and conference registrations for office staff and submit and reconcile related expense reports in accordance with established procedures.
- Maintain office supply inventory and coordinate ordering to support day-to-day operations.
- Maintain accurate contact lists and distribution lists and disseminate communications as requested.
- Maintain the SUNY Institutional Research annual "key dates" calendar, including key deadlines, scheduled activities, and submission timelines.
- Track data and report submissions, monitor due dates, and send reminders to campus contacts regarding upcoming deadlines and overdue items.
- Assist with reviewing campus submissions and reports for completeness, accuracy, and consistency based on established criteria.
- Proofread reports and perform routine validation checks to ensure consistency across multiple data sources.
- Gather background information (including via internet searches) and compile materials on assigned topics to support reporting, planning, and operational needs.
- Coordinate with executive and senior administrative assistants to support scheduling, requests, and responses to inquiries from senior management.

Minimum Qualifications Requirements:

- Ability to work and perform routine responsibilities independently.
- Proficiency in MS Office applications; including Outlook, Word, Excel, and PowerPoint.
- Strong organizational skills with the ability to manage…