Confidential Assistant

State University Construction Fund • Albany, NY

17h • Hybrid

About The Position

The State University Construction Fund (Fund) is currently seeking a Confidential Assistant to join our Design & Construction team at our office in Albany, NY. Within the State University Construction Fund (the Fund), this individual provides support in the Design and Construction Management Office for professional staff. The position reports directly to the Director of Construction and will work closely with other directors and managers and will interact with all staff in the Design and Construction units (and beyond). The position will require a proactive approach and the ability to work both independently and collaboratively to achieve the goals of the Design and Construction units.

Requirements

• Excellent verbal and written communication skills and the ability to present information clearly and concisely.
• The ability to demonstrate judgment and discretion, including in matters of confidentiality.
• Strong organization skills and attention to detail specifically related to processes and standard administrative tasks, and an eagerness to learn.
• Proficient with Microsoft Office with strong background in various computer programs including but not limited to Bluebeam Studio and Adobe Suite with minimal or no training.
• Ability to provide advanced technological support to inside and outside users as well as provide improvements to current practices.
• Working knowledge of administrative and management principles and techniques.
• Ability to read and analyze data, regulations, and policies and draw conclusions.
• Ability to establish a working relationship with staff personnel and other departments independently.
• Ability to work with direction from multiple individuals, manage workload, and prioritize tasks.

Nice To Haves

• A bachelor's degree in a related field plus a minimum of two years of relevant experience is preferred.
• An associate's degree in a related field plus a minimum of seven years of relevant experience may be considered.

Responsibilities

• Serve as primary administrative staff member to help facilitate Design and Construction processes and policies.
• Compile final inspection and end of guarantee packages.
• Oversee construction Notice to Proceed process.
• Participate in sealed bid acceptance.
• Complete ECA and Phase Approval processes and distribute letters accordingly.
• Follow up with staff and other departments to coordinate and ensure on-time completion of tasks related to Design and construction processes.
• Initiate design reviews via Bluebeam Studio and monitor through completion.
• Initiate CMR setup/access at Design NTP in conjunction with other departments.
• Perform routine administrative items including: Answering phones, routing calls, looking up information, and interacting with external entities.
• Prepare and process projects for archiving, including preparing transfer lists and boxing documents.
• Open and distribute mail and other documents within Design and Construction.
• Order and stock supplies for Design and Construction.
• Create correspondence, reports, presentations and other written and graphic information as directed.
• Interface/coordinate with other departments on behalf of Design and Construction.
• Continually review and provide recommendations for process and procedure improvements.
• Perform other duties as directed.

Benefits

• Immediate participation in the NYS and Local Retirement System (NYSLRS) with vesting after 5 years of service
• Health Insurance (including Prescription, Dental, and Vision)
• Vacation, sick, and personal time
• 13 paid Federal holidays
• Paid parental leave
• Telecommuting (eligible to request approval to telecommute a limited number of days per month after completing 6 months of service)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree