Administrative Assistant (Department of Biological and Vision Sciences)

State University of New York College of Optometry; New York (NY); On-site; USD 55,000 - 61,000; Full time

Benefits offered by this job

15 days annual leave to start

13 paid holidays per year

Generous benefits package

PSLF Program

Job summary

SUNY College of Optometry seeks an Administrative Assistant to support the Chairperson and the Department of Biological and Vision Sciences (BVS). The role requires highly organized, proactive administrative work in a dynamic academic environment.

The candidate will oversee department operations, budgets, records, meetings, and events, and provide comprehensive support to faculty, students, and leadership across the College, including ExamSoft-related exam tasks.

Qualifications

• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Minimum of three (3) years of experience in a multi-staff administrative office environment.
• Demonstrated excellence in verbal and written communication skills.
• Proficiency in Microsoft Office 365 applications, including Word, Excel, and PowerPoint.
• Ability to exercise sound independent judgment and maintain strict confidentiality.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Proficiency in Adobe Acrobat and social media platforms.

Responsibilities

• Manage office operations including file maintenance, database management, organizing departmental meetings, and taking meeting minutes.
• Act as a general resource for researching and preparing cost estimates, completing purchase requisitions, processing invoices and reimbursements, and other similar activities.
• Create, format, and upload examinations in ExamSoft; assist with proctoring and manage student assessments and post grades.
• Assist the Department Chair with budget development, monitoring and analyzing expenditures.
• Support planning and coordination of departmental meetings, events and projects including venue arrangements, catering, RSVPs and logistics.
• Collaborate with the Dean for Academic Affairs to compile data on student performance.
• Maintain faculty records including leave requests and timesheets.
• Support other departments and offices as needed.
• Respond to inquiries from internal and external stakeholders.

Skills

Verbal communication

Written communication

Organizational skills

Independent judgment

Confidentiality

Multitasking

Education

Bachelor’s degree

3+ years of administrative experience

Tools

ExamSoft

SharePoint

Faculty Success

Brightspace

Microsoft Office 365

Job description

SUNY College of Optometry seeks a highly organized, proactive, and experienced Administrative Assistant to support the Chairperson and Department of Biological and Vision Sciences (BVS). The Department of BVS delivers the foundational basic science curriculum that supports the Doctor of Optometry program.

Reporting directly to the Department Chair, the Administrative Assistant serves as the department’s primary administrative professional and plays a critical role in ensuring efficient day-to-day operations. The successful candidate will have strong administrative and organizational skills, exercise sound judgment, maintain confidentiality, and manage multiple priorities effectively in a dynamic academic environment.

This position oversees departmental office operations, coordinates communications, supports budgetary and fiscal activities, supervises office support staff and work-study students, maintains departmental records, and provides comprehensive administrative support to faculty, students, and departmental leadership. The Administrative Assistant will work collaboratively with faculty and staff across the College to support the department’s academic, operational, and strategic objectives.

Duties typically include such activities as, but not limited to:

• Manage office operations including file maintenance, database management, organizing departmental meetings, and taking meeting minutes.
• Act as a general resource for researching and preparing cost estimates, completing purchase requisitions, processing invoices and reimbursements, and other similar activities.
• Create, format, and upload examinations in ExamSoft (Web-based assessment software); assist with the proctoring of quizzes, midterm, and final examinations within the BVS and Clinical Education departments; manage student assessments, generate item analyses, post grades, and provide overall examination and assessment support.
• Assist the Department Chair with budget development, monitoring and analyzing expenditures.
• Support the planning and coordination of departmental meetings, events and projects including handling venue arrangements, catering, RSVPs and logistics.
• Collaborate with the Dean for Academic Affairs to compile data on student performance across the OD Program.
• Maintain faculty records including leave requests and timesheets.
• Support other departments and offices, such as Office of Academic Affairs, as needed.
• Perform other duties as assigned by the Department Chair or the Dean.
• Respond to inquiries from internal and external stakeholders.

Required Qualifications:

• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Minimum of three (3) years of experience in a multi-staff administrative office environment.
• Demonstrated excellence in verbal and written communication skills.
• Proficiency in Microsoft Office 365 applications, including Word, Excel, and PowerPoint.
• Ability to exercise sound independent judgment and maintain strict confidentiality.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Proficiency in Adobe Acrobat and social media platforms

Preferred Qualifications:

• Experience working in a college, university, or other higher education environment.
• Experience supporting high level executives, academic departments, faculty, or student-related programs.
• Supervisory or lead administrative experience.
• Demonstrated ability to quickly learn and effectively utilize a variety of software applications, including ExamSoft, SharePoint, Faculty Success, and Brightspace.
• Strong adaptability and willingness to work in a team environment.

Salary range is $55,000 to $61,000 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 Glance.

About US:

The State University of New York College of Optometry is dedicated to advancing our mission to serve the public through excellence in education, research, and patient care. We prepare future optometrists, conduct innovative research that enhances quality of life, and deliver exceptional patient care, outreach, and access to eye health services for all who need them. Our community embraces pluralism, respect, critical inquiry, debate, and civil discourse in every aspect of our work.

SUNY College of Optometry is an equal opportunity employer.