Administrative Assistant - Continuing Professional Education & Academic Affairs - SUNY College of Optometry : Job Details

Posting DetailsPosition Information Position Title Administrative Assistant - Continuing Professional Education & Academic Affairs Position Description The SUNY College of Optometry, Office of Academic Affairs is seeking an Administrative Assistant to provide a broad range of support services to the Office of Continuing Professional Education and the Office of Academic Affairs. This position requires exceptional organizational skills, attention to detail, and the ability to effectively manage and prioritize tasks. Duties typically include such activities as, but not limited to:

• Provide administrative support to the Office of Continuing Professional Education and the Office of Academic Affairs ensuring the smooth and timely execution of office workflow, events, and high-level customer service including answering phone calls and emails.
• Support and assist the Director for Continuing Professional Education and Assistant Dean for Academic Affairs.
• Assist with calendar management and travel arrangements.
• Respond to inquiries from internal and external stakeholders including faculty, students and staff, providing information, support and guidance as needed.
• Assist with planning, organizing and coordinating meetings, projects and events, including venue arrangements, catering, and logistical support (RSVPs and attendance).
• Collaborate with facilities, security, and IT to ensure the integrity of the on-campus spaces and the overall comfort and safety of attendees at meetings, programs, and events.
• Assist in preparing and submitting documents for course and program accreditation, ensuring all continuing education activities comply with national, state, and local accreditation standards, guidelines, and policies. Liaise between the office, accrediting bodies, and participants to ensure all parties are informed about accreditation requirements and processes.
• Prepare and distribute program materials, meeting agendas, minutes, and other relevant materials.
• Act as a general resource for researching and preparing cost estimates, completing purchase requisitions, processing invoices and reimbursements, and other similar activities.
• Provide support for budget tracking and resource management with high level of detail orientation.
• Maintain inventory of supplies, marketing assets, and event materials.
• Collaborate with other administrative staff and offices to ensure smooth operation and effective communication.
• As needed, provide support to the Center for Teaching and Learning and the Office of the President.
• Assist with student exam proctoring.
• Manage and maintain accurate records and databases.
• Perform general clerical duties, such as filing, photocopying, and data entry
• Oversee and engage work-study students to support various programs and activities.
• Other duties as assigned.

Qualifications:

• Ability to work occasional evenings and weekends
• Bachelor's degree or equivalent combination of education and relevant experience
• Proficiency in Microsoft 365 Office Suite (Word, Excel, PowerPoint, Outlook)
• Previous experience in an administrative role within higher education is desirable
• Experience with Canva/Cvent/Event Bright/Claris FileMaker is desirable
• Social media experience is desirable

Key Skills:

• Ability to maintain confidentiality and handle sensitive information with discretion
• Ability to anticipate, assess and proactively troubleshoot challenges that may arise
• Ability to problem-solve and take initiative
• Strong written and verbal communication skills
• Ability to work independently and collaboratively in a team environment
• Detail-orientated
• Excellent organizational and time management skills
• Aptitude to quickly learn new software and systems

This position offers an opportunity to contribute to the smooth operation of academic and professional development initiatives. The Administrative Assistant will work closely with the Director of Continuing Professional Education and the Assistant Dean of Academic Affairs. The administrative assistant will provide crucial support to enhance internal and external stakeholder experience and satisfaction.Salary range is $55,000 to $60,000 and there is also a generous benefit package. 15 days of annual leave to start and 13 paid holidays per year. We are a qualifying employer in the federal Public Service Loan Forgiveness (PSLF) Program. View our Benefits at a GlanceThe State University of New York, College of Optometry, is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act employer. The College actively seeks applications from women, veterans, individuals with disability, members of underrepresented groups, or anyone that would enrich the diversity of the College.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 Office of Employee Relations at (518) ###-#### or via email at [email protected] view the College's Annual Security Report, visit Posting Detail Information Posting Number 2552017 Apply by DateOpen Until FilledSpecial Instructions to Applicants