Administrative Operations Specialist

100 Albany Med Health System; New York (NY); On-site; USD 54,690 - 82,035; Full time

Job summary

Albany Med Health System is seeking an experienced administrative professional to coordinate the Development/Foundation office operations. This role supports the VP and board activities, managing calendar, meetings, travel, and materials.

You will oversee budgets, onboarding, payroll review, and HR support, while ensuring HIPAA compliance and excellent customer service for a diverse population.

Qualifications

• 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.

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.

Skills

Office administration

Calendar management

Budget management

Communication

Team collaboration

Attention to detail

Education

Bachelor's Degree

Tools

Raiser's Edge

Kronos

Microsoft Office

Job description

Department/Unit: Development

Work Shift: Day (United States of America)

Salary Range: $54,690.00 - $82,035.00

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.
• 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.

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that: access to information is based on a "need to know" and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.