Administrative Assistant to Department Chair - Academic Ops

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

PSLF program

15 days annual leave

13 paid holidays

Job summary

State University of New York College of Optometry seeks an Administrative Assistant to support the Chairperson and Department of Biological and Vision Sciences (BVS). The role oversees office operations, budgets, records, and staff supervision, and collaborates across the College to achieve academic and operational goals.

The successful candidate will have strong organizational skills, confidentiality, and the ability to manage multiple priorities in a dynamic academic environment.

Qualifications

• Bachelor’s degree or equivalent education and experience.
• At least 3 years in a multi-staff administrative office.
• Excellent verbal and written communication.
• Proficiency with Word, Excel, PowerPoint in Microsoft 365.
• Ability to maintain confidentiality and exercise independent judgment.
• Strong organizational skills and priority management.
• Proficiency in Adobe Acrobat and social media platforms.
• Experience with ExamSoft, SharePoint, Brightspace preferred.

Responsibilities

• Manage departmental office operations, files, minutes, and meeting logistics.
• Prepare cost estimates, purchase requisitions, invoices, and reimbursements.
• Create and upload exams in ExamSoft; proctor and grade exams.
• Assist with departmental budget development and monitoring.
• Coordinate meetings, events, and venue logistics.
• Collaborate with Dean for Academic Affairs to compile student performance data.
• Maintain faculty records, leaves, and timesheets.
• Provide support to faculty, students, and leadership; respond to inquiries.

Skills

Verbal and written communication

Organizational skills

Confidentiality

Judgment

Multi-tasking

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office 365

Adobe Acrobat

ExamSoft

SharePoint

Brightspace

Social media platforms

Job description

State University of New York College of Optometry seeks an Administrative Assistant to support the Chairperson and Department of Biological and Vision Sciences (BVS). The role oversees office operations, budgets, records, and staff supervision, and collaborates across the College to achieve academic and operational goals.

The successful candidate will have strong organizational skills, confidentiality, and the ability to manage multiple priorities in a dynamic academic environment.