Administrative Operations Specialist

Albany Medical College; City of Albany (NY); On-site; USD 54,690 - 82,035; Full time

Job summary

Albany Medical College Foundation is seeking an Administrative Operations Specialist to deliver senior-level support to the Vice President and oversee daily operations of the Foundation Office in Albany, NY.

The role coordinates Board meetings, manages budgets, payroll, and HR onboarding, and provides leadership to administrative staff. Ideal candidates have strong organizational skills and 5–7 years of administrative experience.

Qualifications

• Bachelor's Degree required.
• 5–7 years of office or related administrative experience preferred.
• Proven ability to manage multiple priorities with discretion.

Responsibilities

• Coordinate logistics for Albany Medical Center Foundation Board meetings, including OnBoard setup, room and catering, communications, scheduling, agendas, minutes, and materials.
• Oversee daily administrative operations of the Foundation Office and lead administrative coordinators.
• Lead Foundation budget processes, coordinate program budgets, and track VP expenses.
• Proactively manage the VP's calendar and prioritize commitments.
• Prepare and review payroll and Kronos entries; support HR onboarding for Foundation staff.

Skills

Strong computer skills

Attention to detail

Organizational skills

Time management

Customer service

Decision making

Teamwork / collaboration

Education

Bachelor's Degree

Tools

Raiser's Edge

Kronos

Job description

## Administrative Operations SpecialistApplylocations: 628 Madison Avenue Albany, NY 12208time type: Full timeposted on: Posted Todayjob requisition id: 70858Department/Unit:DevelopmentWork Shift:Day (United States of America)Salary Range:$54,690.00 - $82,035.00The 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.### Key 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.# # **Qualifications****Education:** Bachelor's Degree required**Experience:** 5–7 years of office or related administrative experience preferred**Skills & Competencies:*** 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