Administrative Operations Specialist

Location: City of Albany

## Administrative Operations Specialist Apply locations:
628 Madison Avenue Albany, NY 12208time type:
Full time posted on:
Posted Todayjob requisition :
70858

Department/Unit:

Development

Work Shift:

Day (United States of America)
Salary Range:$54,690.00 - $82,035.00

The Foundation Office is seeking a highly organized and proactive administrative professional to provide senior-level support to the Vice President and oversee daily operations within the Foundation Office. This role serves as a key liaison across the organization, managing Foundation Board and committee logistics, VP calendar and correspondence, budget and expense processes, and administrative team leadership.
The ideal candidate is a detail-oriented self-starter who thrives in a fast-paced environment, exercises sound judgment, and can manage competing priorities with professionalism and discretion.###

Key Responsibilities
* Coordinate all logistics for Albany Medical Center Foundation Board meetings, including OnBoard setup, room and catering arrangements, member communications, scheduling, agenda drafting, minutes, and supporting materials.
* Oversee daily administrative operations of the Foundation Office, providing guidance, training, and support to administrative coordinators; convene regular team meetings.
* Lead Foundation budget processes, including coordinating program budgets, ordering office supplies, and tracking/preparing VP expenses.
* Proactively manage the VP's calendar, scheduling complex internal and external meetings and exercising judgment in prioritizing commitments.
* Coordinate meeting logistics (rooms, AV, attendees) and prepare the VP with handouts, presentations, and reports as needed.
* Maintain VP's prospect activity in Raiser's Edge to support cultivation and solicitation efforts.
* Prepare board and committee meeting materials for the VP; attend leadership meetings and distribute action items.
* Coordinate VP travel and conference arrangements.
* Manage office facilities issues and coordinate office moves with the AMHS Relocation Team.
* Support hiring managers with HR functions, including onboarding of Foundation staff.
* Prepare and review payroll and Kronos entries.# #
** Qualifications
* **
* Education:

** Bachelor's Degree required
*
* Experience:

** 5–7 years of office or related administrative experience preferred
** Skills &

Competencies:

*** Strong computer/PC skills and working knowledge of business applications
* Excellent attention to detail and sound decision-making judgment
* Strong organizational and time-management skills
* Ability to manage high workload volume with flexibility and adaptability
* Excellent written and verbal customer service skills
* Ability to work effectively with a diverse population
* Comfortable working both independently and as part of a team
* Strong problem-solving skills with the ability to escalate issues appropriately
* Strong work ethic
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