Executive Assistant To The Executive Vice Chancellor And Research Foundation President

Job Description:
The State University of New York System Administration, located in Albany, New York, is seeking an Executive Assistant to support the Executive Vice Chancellor (EVC) for Academic Affairs and Provost and Research Foundation President (both roles are held by one person).
Key Responsibilities:

• Directly assist the EVC in carrying out the duties and responsibilities of the office
• Chief point of contact (gatekeeper) for the EVC as well as the EVC's leadership team
• Work closely with the Chancellor's Executive Leadership Team and their assistants to promote unity, clear communication, meeting details and support, and assist in promoting the Chancellor's initiatives
• Demonstrate judgment and discretion in sensitive and confidential matters and materials
• Receive, update, edit, draft and coordinate responses to inquiries from System Administration executive and management staff, Board of Trustees, campus executive staff, the Governor's office, government officials and the public
• Assist Provost Office staff in coordinating communications, scheduling, and preparation of presentation materials including power point slides for the Academic Affairs Committee meetings of the Board of Trustees, CAO meeting, etc.
• Assist SUNY RF staff in coordinating communications, scheduling, and preparation of presentation materials including power point slides for the RF Board meetings, committee meetings, etc.
• Read, edit, and assist in composition of office correspondence, including reports and letters to ensure information is clear, concise, correct, consistent and in proper grammatical format
• Research and assemble briefing materials for daily meetings, travel, and conferences
• Assemble and proofread confidential evaluation binders which are needed on a recurring basis
• Provide routine office support, including word processing, copies, data entry, etc.
• Assist in the preparation and coordination of grant proposals to include preparing budgets and budgetary projections
• Compile data and statistics; prepare reports and presentations, compilation, analysis, and evaluation of data
• Maintain liaison with departmental personnel to obtain information to verify or support financial records and prepare correspondence as required
• Coordinate and participate in maintaining financial records and processing related data such as invoices and vouchers
• Oversee the purchase of goods and services and has custody of the office's procurement card
• Provide calendar support as needed, organizing internal and external meetings as required; and coordinating with EVC's campus calendar
• Coordinate and schedule larger meetings for the EVC's portfolio
• Provide travel support for EVC and executive leadership team, complete forms for EVC, e.g., travel, expense claim, etc.
• Ability to travel throughout New York State, including overnight travel as required
• Monitor and approve EVC's direct reports' time records
• Initiate requisitions in Interview Exchange as requested
• Manage the telecommunications and computer systems in the office by arranging for installations, maintenance, replacements, etc.
• Manage central files, archived files, printing, inventory, mail, and other support operations
• Review and update policies and procedures as necessary
• Serve as a resource and function as a key liaison for other departments. Meet, greet, and escort visitors
• Answer phones, monitor voice mail and email

Requirements:

• Bachelor's Degree or equivalent combination of education and experience
• A minimum of 5 years in an administrative setting for an executive level officer
• Ability to manage multiple complex calendars and scheduling
• An ability to use independent judgement and maintain confidentiality
• Proficiency in Microsoft Office suite
• Excellent organizational skills and an ability to manage multiple priorities
• Excellent verbal and written communication skills
• Ability to adhere to deadlines
• Detailed oriented and an ability to work with a team in a fast-paced environment.

Additional Information:
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.
Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $56,000-$67,000.
Applicants must be currently authorized to work in the United States on a full-time basis.
Application Instructions:
Interested candidates are invited to apply online. Please submit a cover letter, resume and four professional references when applying. The review of applications will begin immediately and continue until the position is filled.
State University of New York System Administration is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or retaliation.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.