Administrative Assistant - Office Of Entrepreneurship And Innovation Partnerships

Job Description:
The Administrative Assistant will be a key contributor to Office of Entrepreneurship & Innovation Partnerships (E&IP) operations, responsible for providing secretarial, administrative, and office management support across E&IP programs. E&IP administers a suite of programs across research innovation, technology transfer, entrepreneurship, and workforce and economic development, with a commitment to advancing diversity, equity, inclusion, and accessibility. The Administrative Assistant will support the E&IP team by handling a wide range of programmatic and administrative tasks to ensure timely and effective communication, office operations, and program execution.
The responsibilities of this position include, but are not limited to:
General Office Support

• Provide clerical and administrative support to ensure efficient operation of the office.
• Liaise with building managers regarding space utilization and access.
• Maintain office inventory and place orders for supplies.
• Support travel arrangements for E&IP team and programs.
• Create and maintain shared drives and documents, as needed.
• Maintain databases or spreadsheets of project data. Assist with reporting on program outcomes and metrics.
• Assist with delivery of online training programs.
• Perform other administrative functions, as needed.

Scheduling and Events

• Schedule meetings, conference calls and webinars; record meeting notes and action items as required; follow up on action items to ensure completion.
• Maintain E&IP staff and event calendars.
• Assist with event planning and logistics for virtual and in-person events, including supporting catering, parking, physical facilities work orders, name tags, printing and copying course materials, and other related tasks as necessary.

Financial Support

• Manage office service and supply vendor accounts for order placement.
• Assist with workflow submissions for invoicing, reimbursements, and purchasing card reconciliations using the Binghamton University business systems.
• Assist with preparing various forms, including coordinating digital signatures using DocuSign, participant support, direct deposit, W9, and other relevant program and administrative forms.

Communications

• Use Google e-mail on a daily basis; schedule and confirm Zoom meetings and in-person meetings using Google calendar.
• Manage communications, such as memos, emails, reports, flyers, and other correspondence to internal E&IP team, program participants, and external partners and stakeholders

Requirements:

• Three or more years of progressive experience in administrative support.
• Must possess technical expertise in management tools including Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (G-suite).
• Proficiency with scheduling and calendar platforms.
• Proficiency with online video conferencing platforms.
• Must be highly motivated and detailed oriented with the ability to multi-task.
• Must be able to collaborate and communicate with a diverse group of individuals including faculty, staff, senior administrators, industry partners, students, and visitors.
• Must possess strong oral/written communication skills.

Preferred

• Associate degree
• Experience with various database, project management, or CRM platforms is a plus.
• General understanding of Binghamton University campus processes.
• Work experience using mail merge, Constant Contact, or similar platforms.
• Work experience with social media.
• Experience with budgets and financial administration.

Additional Information:
Salary: $45,000 - $50,000 Annually.
Employee Benefits: The Research Foundation for the State University of New York offers a comprehensive benefits package that is a valuable part of total compensation. This includes medical, dental, vision, dependent care subsidy and other benefits such as SUNY Tuition Assistance. Furthermore, our 10 Perks of Working at the RF provides an at-a-glance view of our top benefits that make us a great place to work.
Research Foundation Commitment to Equal Employment Opportunity
As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law.
The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
The Research Foundation for SUNY is a private, not for profit corporation and is a separate employer from SUNY and the State of New York and offers separate compensation and benefit plans.
Binghamton University is a tobacco-free campus.
Application Instructions:
Interested candidates should submit the following:

• Resume or CV
• Cover letter/Letter of Interest
• Names and contact information of three references.

You may add additional files/documents after uploading your resume/vitae.
After filling out the contact information, you will be directed to the upload page.
Returning Applicants - Login to your The Research Foundation for SUNY at Binghamton Careers Account to check your completed application.
Please contact us if you need assistance applying through this website.
URL: www.binghamton.edu/research/division-offices/innovation/index.html