Administrative Assistant & Event Administrator

Duties Description

The State University of New York System Administration's Office of Opportunity Programs is seeking an Administrative Assistant/Event Coordinator to perform a full range of administrative and event related duties in support of the office of University Life and Opportunity Programs. This includes supporting travel, calendar and correspondence needs for an Executive, as well as supporting a number of scholarships and events within the department.

Duties and Responsibilities:

- Provide high-level administrative support for the Associate Vice Chancellor for Student Life, Opportunity Programs and Student Advocate, including meetings, events, and travel;
- Draft and edit memos and correspondence, research, and draft reports as needed; and handle inquiries, including those of a time-sensitive and confidential nature when assigned;
- Maintain contact information for campuses, internal and other 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;
- Assist as needed in the preparation and finalization of documents (e.g. letters, memos, slides, tables, charts), both electronic and hard copy;
- Assist in administering day-to-day activities of the office along with other support staff, including answering phones, correspondence tracking, filing systems maintenance; and review, prepare, and process supply requisitions, travel vouchers, monthly financial reconciliations and invoice payments;
- Prepare meeting minutes/tracking as requested for staff in office;
- Devise a process and collect RSVPs for events, meetings and conferences;
- Support the nomination and selection process for a variety of scholarships, awards and events;
- Coordinate conference and event needs at venues for a number of meetings, retreats, and events;
- Coordinate and ensure execution of design needs for conferences and events.
- Manage event outcomes (notes, transcripts, etc.) on electronic drives to ensure folders are up-to-date and can be referenced in the future.

Minimum Qualifications

Minimum Qualifications:

- A minimum of 2 years of experience in administrative work and/or event coordination.
- Demonstrated multicultural competencies in working with diverse populations and colleagues.
- Excellent organizational skills.
- Ability to problem-solve and provide solutions to high-level staff.
- Ability to present compelling information in a professional manner.
- Exceptional interpersonal skills.
- Ability to work well with high level systems.
- Demonstrated ability to work collaboratively as part of a team.
- Capacity to work independently, with minimal supervision, as deemed appropriate.

Preferred Qualifications:

- Bachelor's Degree.

Additional Comments

Additional Information:

- Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $50,000-$55,000 annually.
- The state title for this position is Staff Assistant (SL-2) and is part of the United University Professions Union.
- The incumbent may occasionally be required to work evenings or weekends and may occasionally be required to travel.
- The anticipated hire date for this position is July 1, 2026.
- 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. Generous amount of time off: 13 days of paid holidays per year; 15 days of vacation and 15 days of sick time accrued for the first year of employment. Then increases thereafter. Please see our UUP benefits summary for additional information:https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/UUP-FT-Benefits-at-a-Glance.pdf

- Applicants must be currently authorized to work in the United States on a full-time basis.

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.
- Flexible Working Arrangements: Flexible working arrangements, including hybrid schedules, are available depending on position.
- Explore our full benefits offerings here: www.suny.edu/benefits

Salary : $50,000 - $55,000