University at Albany, SUNY – Professional Development Program – Senior Administrative Assistant

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 within PDP’s Finance and Project Support unit in Albany, NY.

• Coordinate meetings for PDP Senior Staff; set‑up and provide support for training and other organizational events; assist with coordination of project team staff activities and meetings; make conference and travel arrangements; research and prepare correspondence, reports, and project materials of a confidential nature; communicate with sponsors, internal departments, RF and University offices, vendors, and the public.
• Support the Social Work Education Consortium (SWEC) by communicating with participating colleges and district Staff Development Coordinators (SDCs), maintaining spreadsheet to track budgeted and actual tuition assistance payment amounts per semester, and preparing and submitting scholarship payment requests; work with RF offices and colleges to resolve payment issues.
• Compile, submit, and track quarterly reports, and other reports as needed. Post quarterly reports to intranet.
• Maintain and update various Microsoft Excel spreadsheets, Microsoft Access databases, Lucid Chart organization charts, PDP Intranet pages and internal documentation to support project needs; create new spreadsheets and/or reports as required.
• Review invoices and prepare purchase requisitions; maintain up‑to‑date and accurate payment files. Scan and file confidential materials.
• Maintain supplies inventory and reorder items as needed. Prepare and submit university work orders.
• Assist in employee onboarding and provisioning new hire services, coordinate all telephone and access requests with PDP Information Systems and Programming and with University Information Technology Services.
• Review, process, and submit evaluations to HSLC.
• Process PDP room reservations, changes, and cancellations.
• Use Research Foundation’s Oracle system to track payment dates on expenditures across project lines and update PDP’s purchase requisition database accordingly.
• Coordinate 1st and 2nd round interview schedules for open searches as needed.

• High school diploma and five years of office experience OR an associate degree or higher from a college or university accredited by a USDOE or an internationally recognized accrediting organization and two years of office and general administrative support experience.
• Demonstrated proficiency with computer software, specifically Adobe Acrobat Pro and Microsoft Office (Outlook, Word, Access, Excel, and SharePoint) including the ability to format documents of a complex.
• Excellent communication (interpersonal, written, and oral), customer service, and telephone skills.
• Strong team and customer orientation with demonstrated commitment to excellence in customer service.
• Exceptional 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.
• Demonstrated proficiencies with preparing emails and working with reports and other documents.
• Demonstrated ability to work independently under supervision as well as part of a team.
• Ability to lift and carry up to 40.
• 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.

• Knowledge of Research Foundation for SUNY policies and procedures relating to purchasing and travel.
• Experience assisting with fiscal work, including travel, purchase requisitions, payments, and budgets.

Salary is expected to be $50,000 – $51,720 (annual). Persons interested in the above position should submit a resume, cover letter, and contact information for three work‑related…