Administrative Assistant, Department of Life Sciences
About The Position
The Department of Life Sciences seeks a highly organized, detail-oriented Administrative Assistant to provide administrative, operational, and logistical support to the department’s Chair, faculty, and academic programs. The role serves as a key resource for faculty, students, and campus partners while helping ensure the smooth day-to-day operation of the department. The Administrative Assistant reports to the Chair, Department of Life Sciences. This hybrid position is based in Albany, New York, and requires on-site work at least four days per week. Remote work must be performed in a state where the College is registered to do business. Standard work hours are 8:30 AM–4:30 PM EST, Monday through Friday. Additional position details will be discussed during the interview process.
Requirements
- High school diploma or GED.
- At least two years of administrative experience.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Ability to learn and use institutional software systems, including learning management systems such as Canvas and student information systems.
- Excellent organizational and time-management skills, including the ability to prioritize multiple tasks and meet deadlines in a fast-paced academic environment.
- Strong written and verbal communication skills and the ability to interact professionally with students, faculty, staff, and external stakeholders.
- Demonstrated customer service skills and commitment to responsive, student-centered support.
- Ability to work independently and confidentially with little direction and exercise sound judgment when handling sensitive information.
- Ability to observe schedules and meet assignment deadlines.
- Ability and willingness to proactively pursue relevant learning and professional development opportunities and apply new knowledge, insights, and skills to improve work results.
- Proficiency in Adobe and internet searches.
- Working knowledge of modern office practices, procedures, and equipment.
Nice To Haves
- Associate degree.
- Administrative experience in higher education or an academic setting.
- Proficiency in Microsoft Access.
Responsibilities
- Provide administrative support to the Chair and faculty, including scheduling meetings, preparing correspondence, managing records, and coordinating departmental communications.
- Serve as the department’s primary point of contact for visitors, students, faculty, and campus partners.
- Coordinate faculty support activities, including Canvas course setup, student evaluations, exam logistics, grade submission support, and syllabus archiving.
- Assist with faculty recruitment, onboarding, interview scheduling, and candidate visits.
- Process purchasing requests, monitor departmental budgets, prepare financial paperwork, and assist with travel reimbursements.
- Support academic program assessment and accreditation activities by organizing documentation, maintaining records, coordinating meetings, and assisting with reports and site visits.
- Support the Pre-Health Advising help desk by managing student inquiries, routing requests, and assisting with advising-related communications and recordkeeping.
- Coordinate departmental events, seminars, and special projects as assigned.
Benefits
- Medical benefits.
- Dental benefits.
- Vision benefits.
- Free life insurance.
- Disability programs.
- Tuition assistance programs.
- Retirement plan with employer match and contribution.
- 20 paid holidays, plus paid sick and vacation time.
- Wellness rewards.
- Free gym access.
- Free parking.
- Identity theft protection.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
