<p>Please note: State agencies that contact job applicants do not usually request personal or financial information via text message or over the phone in connection with your response to a job posting. If you are contacted for such information by these methods, or any other method, please verify the identity of the individual before transmitting such information to that person.</p> <p>Note: For questions about the job posting, please contact the agency that posted this position by using the contact information provided on the "Contact" tab for the position.</p> <p>Review Vacancy</p> <p>Date Posted 02/28/25</p> <p>Applications Due03/01/26</p> <p>Vacancy ID181765</p> <ul> <li>Basics </li><li>Schedule </li><li>Location </li><li>Job Specifics </li><li>How to Apply </li></ul> <p>NY HELPNo</p> <p>AgencyUniversity at Albany</p> <p>TitleAdministrative Assistant 2, Non-Competitive (Non-Permanent Eligible) CSEA</p> <p>Occupational CategoryClerical, Secretarial, Office Aide</p> <p>Salary Grade15</p> <p>Bargaining UnitASU - Administrative Services Unit (CSEA)</p> <p>Salary RangeFrom $58046 to $70317 Annually</p> <p>Employment Type Full-Time</p> <p>Appointment Type Permanent</p> <p>Jurisdictional Class Non-competitive Class</p> <p>Travel Percentage 0%</p> <p>Workweek Other (see below)</p> <p>"Other" Explanation Hours: Work schedule to be confirmed at the time of job offer. Options include: Academic Year 8:30am-5:00pm / Summers 8:00am-4:00pm Academic Year 8:30am-4:30pm / Summers 8:00am-4:00pm Academic Year 9:00am-5:00pm / Summers 8:00am-4:00pm Academic Year 8:00am-4:00pm / Summers 8:00am-4:00pm</p> <p>Hours Per Week 37.5</p> <p>Workday</p> <p>From 8:30 AM</p> <p>To 4:30 PM</p> <p>Flextime allowed? No</p> <p>Mandatory overtime? No</p> <p>Compressed workweek allowed? No</p> <p>Telecommuting allowed? No</p> <p>County New York</p> <p>Street Address University at Albany (Office of the Vice President for Research and Economic Development</p> <p>1400 Washington Ave</p> <p>City Albany</p> <p>StateNY</p> <p>Zip Code12222</p> <p>Duties Description Provide staff assistance and administrative support to the Vice President for Research and Economic Development (VPRED) as well as to two Associate Vice Presidents (AVPs). Duties</p> <p>include, but are not limited to:</p> <ol> <li>Maintain and coordinate the VPRED's appointment calendar. This involves scheduling </li></ol> <p>meetings by inviting participants, making room reservations, preparing meeting materials, and ordering refreshments, if needed. Calendaring for the two Associate VPs.</p> <ol start="2"> <li> <p>Organize travel arrangements for the VPRED and AVPs, including conference registration, domestic and international travel, and hotel accommodations.</p> </li><li> <p>Reconcile travel card statements and process reimbursements of expenses incurred.</p> </li><li> <p>Coordinate travel arrangements and itineraries for prospective candidates and visitors to the Office of the VPRED and submit vouchers for reimbursement of expenses incurred.</p> </li><li> <p>Communicate effectively on behalf of the VPRED on a variety of action items to direct reports, administration, and other internal and external stakeholders. Keep VPRED informed on progress and status of critical action items on VPRED's agenda.</p> </li><li> <p>Receive incoming calls and visitors. Determine the proper person or office that can address the inquiry and direct the call or visitor accordingly.</p> </li><li> <p>Work closely with the Senior Associate for Finance and Administration regarding travel funds, p-card purchases and reconciliations and additional budget requests that arise.</p> </li><li> <p>Attend the VPRED Executive Staff meetings and prepare agendas, record minutes, and follow up with action items as necessary.</p> </li><li> <p>Obtain the proper signatures on forms from Human Resources, Budget Office, President and Provost Offices, Centers/Institutes, and other University departments. This includes</p> </li></ol> <p>the Operations Managers (OM) Research Foundation Signatory list.</p> <ol start="10"> <li>Assist the Program Coordinator for Research Excellence with event logistics, including room reservations, ordering refreshments, invitation distribution, tracking responses, </li></ol> <p>equipment needs, making travel arrangements for keynote speaker(s) and submit proper paperwork for guest speaker reimbursement.</p> <ol start="11"> <li> <p>Responsible for requisition and receiving of office supplies and equipment; maintaining inventory and placing service calls for office equipment when necessary.</p> </li><li> <p>Supervise work-study students, when needed.</p> </li><li> <p>Maintain physical and digital filing systems.</p> </li><li> <p>Screen and review all incoming mail for the Office of the Vice President for Research and Economic Development and make determinations regarding distribution, action required, etc. wherever possible. Review all outgoing mail ensuring proper copies are made for distribution and follow-up when necessary.</p> </li><li> <p>When assigned as support staff on a search committee, work closely with the Research Foundation or State Human Resources and the Office of Diversity and Inclusion on tracking applications, reviewing applications, coordinating interviews and on campus</p> </li></ol> <p>visits, and notifying applicants when the search concludes.</p> <ol start="16"> <li>Perform other job-related duties as assigned by Office of the VPRED </li></ol> <p>Minimum Qualifications MINIMUM REQUIREMENTS:</p> <p>High school diploma, or high school equivalency diploma, and three years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.</p> <p>Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.</p> <p>OPERATING NEEDS:</p> <p>Experience with Microsoft Office Suite (PowerPoint, Word, Excel, Access, and Outlook) preferred.</p> <p>Experience in scheduling Outlook meetings / appointments, managing several Outlook calendars, and making travel arrangements.</p> <p>Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=185980</p> <p>Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report ("Clery Report"): http://police.albany.edu/ASR.shtml</p> <p>Some positions may require additional credentials or a background check to verify your identity.</p> <p>Name Office of Human Resources</p> <p>Telephone 518-437-4700</p> <p>Fax 518-437-4731</p> <p>Email Address classifiedjobs@albany.edu</p> <p>Address</p> <p>Street University at Albany</p> <p>1400 Washington Avenue, UAB 300</p> <p>City Albany</p> <p>State NY</p> <p>Zip Code 12222</p> <p>Notes on ApplyingTo apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=185980</p>