Review Vacancy
AgencySUNY System Administration
TitleAdministrative Assistant to Office of Government Relations & Press & Communications
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Managerial/Confidential (Unrepresented)
Salary RangeFrom $56000 to $64000 Annually
Duties Description The State University of New York System Administration, located in Albany, New York, is seeking an Administrative Assistant assigned to support both the Office of Press and Communications and the Office of Government Relations.
The Office of Press and Communications supports the mission of the State University of New York through strategic systemwide public relations, communications, and marketing to help more students access an excellent, affordable education at SUNY. The office works closely with the Office of the Chancellor, other offices across SUNY System Administration, and campuses to support press, communications, and marketing activities.
The Office of Government Relations manages all policy, legislative, and budget advocacy on behalf of SUNY with federal, state, and local lawmakers as well as state and federal agencies. This office works closely with representatives from each of the 64 campuses, SUNY's Research Foundation, and external partner organizations.
Key responsibilities include coordinating logistical needs within the office, event planning in coordination with the Office of Special Events; process management of graphic, print, and marketing needs; assistance with the organization of campus visits; and reconciling purchasing requests and travel needs.
Duties include, but are not limited to:
- Functioning as the primary administrative support for the offices staff, including daily calendars, meeting, scheduling, travel coordination, and events
- Overseeing and administering the day-to-day activities of the offices, including correspondence tracking, distribution, and follow-up
- Serving as the primary logistical contact for special events and advocacy projects
- Assisting with event outcomes (notes, transcripts, call notes, etc.) to ensure follow-up and future reference
- Supporting communication and event planning with campus college councils/boards, as well as creating and managing a database that tracks gubernatorial appointees
- Coordinating requests for data and other information needed by System Administration from campus staff
- Filing systems maintenance; and reviewing, preparing, and processing supply requisitions, travel vouchers, monthly financial reconciliations, and invoice payments
- Managing, coordinating, and organizing the collection of materials for transmission needed in advance of all meetings and upcoming travel
- Assist in the maintenance of Listservs and contact databases for both internal and external stakeholders
- Research policies and relevant campus information in coordination with SUNY staff and outside organizations to provide context and background information as necessary for meetings and presentations
- Maintaining OGR website
- Assist as needed in the preparation and finalization of office staff members' documents (e.g. letters, memos, slides, tables, charts), both electronic and hard copy
- As needed, attend meetings and events to record and organize notes, recordings, and other records
Minimum Qualifications Required Qualifications:
- Minimum of an Associate's Degree
- 3-5 years of experience in a similar executive assistant role is preferred
- Highly detail-oriented and discrete in all work-related matters
- Strong interpersonal, verbal, and written communication skills
- Proficient in Office 365, especially Word and Excel
- Excellent organizational skills, able to manage multiple priorities
- Exceptional drive to complete tasks in a timely fashion
Additional Comments - 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-$64,000 annually.
- 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. 13 days of paid holidays per year; 21 days of vacation and 21 days of sick time accrued each year. Please see our MC benefits summary for additional information: https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/MC13-Unclassified-Benefits-at-Glance-Jan-2025.pdf
- Management/Confidential appointments work under the leadership and discretion of the appointing authority and are not represented by a union.
- This position will be based in Albany, NY. This position may be required to work occasional evenings or weekends to support schedules. This position may require travel.
Applicants must be currently authorized to work in the United States on a full-time basis. VISA sponsorship is not available for this position.
SUNY System Administration Benefits:
SUNY System Administration provides an outstanding and comprehensive benefits package to support you and your family through the many life changes you may experience while you work for SUNY. Our nationally recognized benefits include:
- Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
- Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
- Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
- Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
Explore our full benefits offerings here: www.suny.edu/benefits
Some positions may require additional credentials or a background check to verify your identity.