Administrative Staff Assistant

The State University of New York (SUNY), the nation’s largest and most comprehensive system of public higher education, invites applications for the position of Administrative Staff Assistant at the Rockefeller Institute of Government (Institute) in Albany, N.Y. Created in 1981, the Rockefeller Institute of Government is a public policy think tank providing cutting edge evidence-based policy. The Institute’s mission is to improve the capacities of communities, state and local governments, and the federal system to work toward genuine solutions to the nation’s problems. Through rigorous, objective, and accessible analysis and outreach, the Institute will give citizens and governments facts and tools relevant to public decisions.

The Administrative Staff Assistant will report directly to the Chief of Staff of the Rockefeller Institute of Government.

 

Position Summary

The Administrative Staff Assistant will serve as the Rockefeller Institute of Government’s confidential assistant by managing the schedule of the president and other members of senior staff, as well as all callers and visitors in a courteous and attentive manner (includes press, conference participants, researchers, vendors, state leaders, etc.). This position will also serve as the primary coordinator for Institute forum and events. The person holding this position must use good judgment in prioritizing multiple tasks and assignments; be able to interact with senior officials in government, SUNY, etc. on behalf of the president in a confidential manner; establish procedures to meet priorities while maintaining an efficient work flow; and respond to phone calls, sort mail as well as organize, expedite, and following-up on projects. This individual will coordinate information flow by acting as liaison among executive staff, other employees, and the public. The individual must acquire and maintain knowledge of the Institute’s daily operations, staff schedules, conference activities and participants, research projects, publications and affiliates.

Specific Duties and Responsibilities Include:

+ Serving as the Institute President’s confidential assistant by managing all callers and visitors (includes press, conference participants, researchers, vendors, state leaders, etc.); greeting and announcing all visitors; assisting callers, visitors, and conference attendees with any informational requests. This person must take personal initiative to become knowledgeable of Institute research projects, staff, and current activities; answer incoming email and telephone calls; respond both verbally and in writing to routine inquires; direct more technical questions to appropriate staff; and employ appropriate telephone and professional etiquette in all business matters.

+ Serving as the Administrative Staff Assistant to the Empire State Fellows program, which includes planning, scheduling, and coordinating bi-weekly training events for the program. Working closely with the Institute’s director, responsibilities include scheduling and coordinating facility space, Department of State staff, prominent speakers and trainers, and Institute staff for training events for the fellows. The Administrative Staff Assistant prepares and coordinates all event logistics including facility set-up and equipment, correspondence, agendas, invites, nametags, mailing lists, training packets and materials, refreshments and meals, participants’ parking arrangements with the City of Albany or the State of New York, and transportation and reimbursement for out-of-town speakers and participants. The Administrative Staff Assistant also prepares purchase requisitions and travel reimbursements, and secures contract materials and invoices from speakers and vendors.

+ Providing professional administrative support to the president, director, and chief of staff of the Rockefeller Institute; scheduling meetings, maintaining calendars, and other duties as required; and utilizing electronic calendar system to manage and coordinate staff schedules.

+ Coordinating travel arrangements for president, director, chief of staff, researchers and central staff. Accurately prepare and process NYS and Research Foundation travel vouchers in accordance with RF, State, and SUNY travel guidelines.

Coordinator for the Institute’s forums and events, including meeting with potential clients to view conference facilities and assist those clients with events, maintaining conference and equipment supply levels, scheduling, arranging conference materials, room set-ups, meal arrangements, and equipment. Additionally, the candidate will prepare invoices and monthly accounts receivable reconciliation reports for conferences. Coordinates parking arrangements with the City of Albany as needed for event participants when needed.

+ Actively maintaining the Institute’s contact list and listserv database; updating contact information for over 8,000 contacts including names, addresses, and affiliations on a daily basis, and generating customized reports and labels for various listserv e-mailings, U.S. postal mailings, and reports.

+ Reviewing and processing monthly charges of telephone, photocopiers, and postage machines to distribute to projects at Rockefeller Institute. Preparing credit memos to SUNY’s Business Office to ensure proper reimbursement to RIG’s accounts. Overseeing the updates the Institute’s telephone and email directory list and mailboxes for staff.

+ Receiving all mail and deliveries for the Institute. Coordinating arrangements for special pick-ups. Monitoring office supply inventory for Administration.

+ Ensuring the Institute is “opened” by 8:30AM each work day and is properly “closed” and secure at the conclusion of each work day at 5:00PM.

+ Routinely reviewing and updating administrative sections, forms, documents and instructions provided on the RIG Rock-E Intranet site.

+ Performing mailings, preparing forms, creating and maintaining files and other clerical duties and special projects as assigned

+ Supervising responsibilities.

+ Proficiency in MS Office.

 

Qualifications

Education: Bachelor’s degree.

Experience: Two years professional administrative work in the private, non-profit, or higher education sectors.

Skills: Excellent interpersonal, organization, and planning skills. Ability to manage multiple priorities. Must possess: administrative abilities; tact and excellent written and oral communication skills; flexibility; team and consensus building skills.

Salary: Minimum salary of $48,000, commensurate with experience. Excellent fringe benefits. Interested candidates are invited to apply online at www.suny.edu/SUPEmployment. The Search Committee will begin the review of applications immediately and continue until the position is filled.

 

Apply online >

 

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 Governor’s Office of Employee Relations at (518) 474-6988 or via email at [email protected]

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