The State University of New York · 4 days ago
Administrative Assistant, Office of Institutional Research and Data Analytics
Albany, NY
Full-time
Onsite
Entry Level
$48K/yr - $48K/yr
2+ years expThe State University of New York is seeking an Administrative Assistant for the Office of Institutional Research and Data Analytics (OIRDA). The Administrative Assistant will provide critical administrative and operational support to ensure the efficient operation of the office, including managing communications, maintaining records, and assisting with office procedures related to research and data activities.
EducationCharter SchoolsUniversities
Responsibilities
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
Qualification
Required
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 multiple tasks, track deadlines, and prioritize work effectively
Demonstrated attention to detail and ability to maintain accurate records
Effective written and verbal communication skills
Ability to adapt to changing priorities and work demands in a fast-paced environment
Demonstrated dependability, professionalism, and discretion in handling sensitive or confidential information
Team-oriented approach with an interest in identifying opportunities to improve administrative processes and efficiencies
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration
The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation
Preferred
Experience working within the State University of New York or New York State government environment
Benefits
Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
Flexible Working Arrangements: Flexible working arrangements, including hybrid schedules, are available depending on position.
Company
The State University of New York
The State University of New York is a system of public institutions.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$113.05MKey Investors
Lumina FoundationDasny
2024-07-17Grant· $0.05M
2023-09-13Debt Financing· $113M
Leadership Team
Robert Griffin
Founding Dean
Recent News
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