Senior Staff Assistant

Job Description:
The Senior Staff Assistant for the Office of the Provost and Senior Vice President for Academic Affairs will provide professional level administrative support for the critical functions and services provided by the Office of the Provost, including nominations and awards, faculty searches, new faculty orientation and the Showcase. In this capacity, the incumbent will work closely with the Associate Vice Provost for Faculty Development, the Associate Vice Provost for Faculty Success and the Assistant Vice President for Academic Affairs/Administration. The incumbent also will serve as the liaison for various offices and initiatives specified below.
In addition, the Senior Staff Assistant will provide professional level administrative assistance and follow up to the Chief of Staff/Associate Vice President for Academic Affairs related to major projects and initiatives. The incumbent reports directly to the Chief of Staff and will take direction from the Associate Vice Provosts and the Assistant Vice President for Administration.
The Office of the Provost and Senior Vice President for Academic Affairs has oversight for nine schools and colleges. In addition, five support units with several subunits report to the Office of the Provost. The incumbent will need to be familiar with the operations across all units, as well as develop strong contacts within each unit, to be effective in carrying out the assigned duties and responsibilities. This will require the ability to work independently and exercise good judgment, and keep others in the office informed/updated on potential issues or concerns that may arise in the course of performing their responsibilities.
Primary Responsibilities:
Nomination Support

• Coordinate with VPR's office on the review of nominations for the ERCA award
• Assist with the Distinguished Faculty Nomination Process
• Joint Labor Management Initiatives
• Oversee the budgeted funds for these awards
• Liaise with UUP President /designee for this award process

Lecturer Promotion Pathway Process Support

• Ensure call for nominations goes out in a timely fashion
• Follow up with HR annually to confirm eligibility of candidates
• Maintain up-to-date list of campus committee membership for evaluation of cases
• Ensure committee meetings are scheduled
• Ensure cases submitted are complete and follow up with schools/colleges as necessary
• Write up committee reports for cases, have them reviewed by committee, and share reports with candidates to solicit responses, if any
• Prepare required paperwork for title and salary increase and ensure the HRTS process is completed by the schools/colleges/units

Budget and Personnel

• Develop budget spreadsheets, analyzing financial data over the years for strategic planning purposes in the area of hiring faculty and staff across the Division
• Assist with tracking budget obligations and commitments to ensure balancing of accounts and analyze spending trends to assist with future revenue and spending projections
• Complete and assist with review of HRM transactions for the Division of Academic Affairs ensuring reconciliation with annual budget on approved lines
• Process and track disbursement and allocation transfer forms to the 8 schools and colleges, as the Academic Affairs support units (Library, AISS, CATLOE, etc)
• Use Business Intelligence system to run financial reports and review status of accounts across Academic Affairs for reconciliation purposes
• Assist with the development of the Academic Affairs budget presentation, including assembling data and developing charts and graphs for the Power Point presentation
• Assemble salary information related to retention and counteroffers

General Administrative Support

• Serve as liaison for UAlbany
• Assist with the New Faculty Reception
• Provide support for the NCFDD notices
• Coordinate the Division of Academic Affairs annual Showcase event. Working with the liaisons for each school/college and spearheading the steering committee

UAlbany/Albany Law Affiliation

• Coordinate meetings of the Affiliation Implementation Committee (AIC) each fall and spring and as needed
• Update the membership on the joint UA/Albany Law Committee each academic year
• Coordinate with Albany Law counterpart to monitor and report progress on Statements of Work and SMART goals as set out in affiliation agreement
• Follow-up with UAlbany faculty reps on undergraduates benefitting from the 3+3 Program, the Conditional Admission to Albany Law Program, and cross-campus course offerings and other cross faculty collaborations
• Serve as staff support for AIC meetings

Oversee the Provost Office Self-Study Process Work with IRPE

• Development of Survey
• Coordinate meetings with Stakeholders
• Update SMART goal progress annually
• Work with Provost Office staff and others to collect data on SMART goal progress Draft the Self-Study report updates

University Service

• Provide University service, such as serving on search committees or other university-wide committees with the concurrence of supervisor

Requirements:
Minimum Qualifications:

• Bachelor's degree
• 3-4 years professional administrative experience
• Strong oral, written, and organizational skills
• Demonstratable experience with OUTLOOK, WORD and EXCEL
• Experience handling confidential, personal and sensitive information
• 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

Preferred Qualifications:

• Master's degree
• Experience at an Institution of Higher education
• Experience in an academic unit such as an academic department
• Familiarity with PeopleSoft and HRTS

Additional Information:
Professional Rank and Salary Range: Senior Staff Assistant, SL3
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml
Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.
THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER
Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=169686
Application Instructions:
Applicants MUST submit the following documents:

• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• Contact information for three professional references

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Closing date for receipt of applications: December 30, 2023