Description

Location: Albany, NY Category: Research Foundation Careers Posted On: Fri Mar 20 2026 Job Description:

The Professional Development Program (PDP) of the University at Albany's Rockefeller College seeks a service-minded individual who is committed to performing high-quality work to fill a Senior Administrative Assistant position within PDP's Finance and Project Support unit in Albany, NY.

Description of Duties:

The Senior Administrative Assistant provides direct support to the PDP Executive Director and Directors, and project-related support to all PDP units. Primary duties consist of performing administrative/clerical functions to support all PDP education and training projects and contracts, and providing exceptional customer service to staff, project sponsors, trainees, and vendors. Job responsibilities include, but are not limited to:

• Coordinate meetings for PDP Senior Staff; set-up and provide support for training and other organizational events; assist with coordination of project team staff activities and meetings; make conference and travel arrangements; research and prepare correspondence, reports, and project materials of a confidential nature; communicate with sponsors, internal departments, RF and University offices, vendors, and the public.
• Support the Social Work Education Consortium (SWEC) by communicating with participating colleges and district Staff Development Coordinators (SDCs), maintaining spreadsheet to track budgeted and actual tuition assistance payment amounts per semester, and preparing and submitting scholarship payment requests; work with RF offices and colleges to resolve payment issues.
• Compile, submit, and track quarterly reports, and other reports as needed. Post quarterly reports to intranet.
• Maintain and update various Microsoft Excel spreadsheets, Microsoft Access databases, LucidChart organization charts, PDP Intranet pages and internal documentation to support project needs; create new spreadsheets and/or reports as required.
• Review invoices and prepare purchase requisitions; maintain up-to-date and accurate payment files. Scan and file confidential materials.
• Maintain supplies inventory and reorder items as needed. Prepare and submit university work orders.
• Assist in employee onboarding and provisioning new hire services, coordinate all telephone and access requests with PDP Information Systems and Programming and with University Information Technology Services.
• Review, process, and submit evaluations to HSLC.
• Process PDP room reservations, changes, and cancellations.
• Use Research Foundation's Oracle system to track payment dates on expenditures across project lines and update PDP's purchase requisition database accordingly.
• Coordinate 1st and 2nd round interview schedules for open searches as needed.

Job Requirements:

Minimum Qualifications :

• High school diploma and five years of office experience OR an associate degree or higher from a college or university accredited by a USDOE or an internationally recognized accrediting organization and two years of office and general administrative support experience.
• Demonstrated proficiency with computer software, specifically Adobe Acrobat Pro and Microsoft Office (Outlook, Word, Access, Excel, and SharePoint) including the ability to format documents of a complex nature.
• Excellent communication (interpersonal, written, and oral), customer service, and telephone skills.
• Strong team and customer orientation with demonstrated commitment to excellence in customer service.
• Exceptional organizational skills with strict attention to detail.
• Demonstrated ability to effectively prioritize, manage, and complete numerous tasks within established deadlines, work under pressure, and take initiative to complete work.
• Demonstrated ability to maintain confidentiality, including information and documents of a sensitive nature.
• Demonstrated proficiencies with preparing emails and working with reports and other documents.
• Demonstrated ability to work independently under supervision as well as part of a team.
• Ability to lift and carry up to 40 lbs.
• 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:

• Knowledge of Research Foundation for SUNY policies and procedures relating to purchasing and travel.
• Experience assisting with fiscal work, including travel, purchase requisitions, payments, and budgets.

Additional Information:

Salary Range : $50,000-$51,720 (annual)

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.htm

As an Equal Opportunity/Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law.

The Research Foundation for The State University of New York offers exceptional benefits such as healthcare, dental, vision, pension plans, competitive pay, generous paid time off, tuition assistance, life insurance and long-term disability insurance. The University at Albany offers a variety of performing arts, world class libraries, and competitive sporting events.