Administrative Operations Specialist

Albany Medical Center•Albany, NY

1d•Onsite

About The Position

The Foundation Office is seeking a highly organized and proactive administrative professional to provide senior-level support to the Vice President and oversee daily operations within the Foundation Office. This role serves as a key liaison across the organization, managing Foundation Board and committee logistics, VP calendar and correspondence, budget and expense processes, and administrative team leadership. The ideal candidate is a detail-oriented self-starter who thrives in a fast-paced environment, exercises sound judgment, and can manage competing priorities with professionalism and discretion.

Requirements

Bachelor's Degree required
5–7 years of office or related administrative experience preferred
Strong computer/PC skills and working knowledge of business applications
Excellent attention to detail and sound decision-making judgment
Strong organizational and time-management skills
Ability to manage high workload volume with flexibility and adaptability
Excellent written and verbal customer service skills
Ability to work effectively with a diverse population
Comfortable working both independently and as part of a team
Strong problem-solving skills with the ability to escalate issues appropriately
Strong work ethic

Responsibilities

Coordinate all logistics for Albany Medical Center Foundation Board meetings, including OnBoard setup, room and catering arrangements, member communications, scheduling, agenda drafting, minutes, and supporting materials.
Oversee daily administrative operations of the Foundation Office, providing guidance, training, and support to administrative coordinators; convene regular team meetings.
Lead Foundation budget processes, including coordinating program budgets, ordering office supplies, and tracking/preparing VP expenses.
Proactively manage the VP's calendar, scheduling complex internal and external meetings and exercising judgment in prioritizing commitments.
Coordinate meeting logistics (rooms, AV, attendees) and prepare the VP with handouts, presentations, and reports as needed.
Maintain VP's prospect activity in Raiser's Edge to support cultivation and solicitation efforts.
Prepare board and committee meeting materials for the VP; attend leadership meetings and distribute action items.
Coordinate VP travel and conference arrangements.
Manage office facilities issues and coordinate office moves with the AMHS Relocation Team.
Support hiring managers with HR functions, including onboarding of Foundation staff.
Prepare and review payroll and Kronos entries.