Capital Projects Administrative Specialist

Albany Med; City of Albany (NY); On-site; USD 47,000 - 66,000; Full time

Job summary

Albany Med Health System is seeking an organized administrative professional to support the Facility Maintenance department. You will handle secretarial tasks for project managers, track budgets, and manage procurement documentation with discretion and independence.

The role requires association-level education and experience in administrative or financial support, with proficiency in Microsoft Office and strong analytic skills to manage multiple priorities.

Qualifications

• Minimum of associate's degree; bachelor’s preferred.
• Minimum two years of administrative, financial, procurement, or project support experience.
• Experience supporting capital projects, purchasing, budgeting, or financial tracking preferred.
• Proficient in Microsoft Office Suite, especially Excel, Word, and Outlook.
• Strong organizational, communication, and analytical skills.
• Ability to manage confidential information and priorities independently.
• Attention to detail and ability to work independently.

Responsibilities

• Process capital project requisitions, purchase orders, invoices, and related procurement documentation.
• Maintain budget sheets, project files, records, and supporting documentation for capital improvement projects.
• Manage AIA documents, contracts, change orders, payment applications, and related project documentation.
• Update and maintain spreadsheets, databases, and tracking systems used to monitor capital project expenditures and purchasing activity.
• Schedule meetings, coordinate appointments, and provide administrative support to Facilities Management staff and project teams.
• Maintain departmental records, databases, and Microsoft Office documents.
• Prepare and distribute ad hoc reports, budget summaries, expenditure analyses, and project status updates.
• Perform general office support duties and other related assignments to support departmental operations and capital projects.

Skills

Strong organizational skills

Excellent communication

Analytical skills

Ability to manage confidential data

Independent work style

Attention to detail

Project support experience

Education

Associate degree

Bachelor's degree preferred

Tools

Excel

Word

Outlook

Microsoft Office Suite

Job description

Albany Med Health System is seeking an organized administrative professional to support the Facility Maintenance department. You will handle secretarial tasks for project managers, track budgets, and manage procurement documentation with discretion and independence.

The role requires association-level education and experience in administrative or financial support, with proficiency in Microsoft Office and strong analytic skills to manage multiple priorities.