Administrative Staff Assistant; Long-Term Temporary

Administrative Staff Assistant

The University Faculty Senate (UFS) of the State University of New York (SUNY) invites applications for the position of Administrative Staff Assistant for the UFS. This is a long-term temporary position anticipated for up to 6 months. The University Faculty Senate is a representative body with members from each of the 29 State-operated and the 5 statutory colleges of the SUNY system.

The assistant oversees the operations of the University Faculty Senate office at SUNY System Administration in Albany, NY, including planning for meetings of the UFS and its committees, coordinating the activities of the UFS committees, providing daily support to the President of the UFS, and coordinating the UFS communications.

Duties and Responsibilities:

• Coordinate, plan and execute UFS Plenary and Planning meetings as well as Executive Committee and SUNY Voices meetings.
• Communicate with hosting campus teams and campus leadership. Work with host campuses and hotel staff to schedule, coordinate, manage and support three multi-day plenary and two multi-day planning meetings annually multi-day meetings.
• Manage event organization, budgets, and expenditures, including hotel identification and contracting and arrangements for attendee travel supported by the Faculty Senate.
• Coordinate and/or process Senators' travel expenses according to the current procedure.
• Meet with host campuses' administration and staff prior to meetings.
• Attend all UFS Plenary and Planning meetings as directed.
• Coordinate and manage all onsite activities and arrangements and complete any work as requested by President and/or participants.
• Schedule and coordinate additional committee meetings, including travel, and conference calls.
• Maintain multi-year Plenary and Planning meeting schedule.
• Coordinate, manage and support other meetings and conferences as determined by the President, e.g., joint UFS-FCCC Training Workshops, Public Good U, etc.
• Maintain University Faculty Senator and committee member appointment terms calendar.
• Provide daily support to the Faculty Senate President.
• Manage the day-to-day activities required to support the Faculty Senate office.
• Provide overall continuity of the office and complying to all UFS and SUNY standards, rules, regulations, policies, procedures for all activities of the UFS.
• Monitor and maintain Faculty Senate budget.
• Process UFS reimbursements, vendor payments, and reconciliations.
• Communications
• Maintain and update UFS website in coordination with UFS Communications Committee.
• Assist the UFS Communications Committee to maintain UFS digital repository with the most up-to-date documents and resources.
• Coordinate UFS use and training on collaboration platforms, e.g., Teams, Zoom, etc.

Minimum Qualifications:

• Required:
• Associate's degree in an appropriate field and combined experience
• Demonstrated judgment and discretion in matters of confidentiality
• Motivated, reliable, resourceful and flexible
• Excellent writing skills and editing expertise
• Excellent organizational skills, including experience in event planning
• Excellent communications skills
• Excellent computer skills with complete knowledge of Microsoft Office, including Excel and PowerPoint, and telecommunications platforms
• Ability to work independently and without supervision
• Preferred:
• Bachelor's degree in an appropriate field
• Experience with website editing preferred
• Experience with SUNY and/or State rules, regulations and procedures preferred

Applicants must be currently authorized to work in the United States on a full-time basis. VISA sponsorship is not available for this position. 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-$70,000 annually. This is a long-term temporary position anticipated for up to 6 months.

Ability to travel several times per year to UFS meetings, sponsored events, and convenings; requires overnight travel. The state title for this position is Staff Assistant (SL-2) and is part of the United University Professions Union.

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. Generous amount of time off: 13 days of paid holidays per year; 15 days of vacation and 15 days of sick time accrued for the first year of employment. Then increases thereafter.