Confidential Assistant

State University Construction Fund; City of Albany (NY); Hybrid; USD 63,000 - 102,000; Full time

Benefits offered by this job

Health Insurance

Retirement benefits

Telecommuting after 6 months

Paid time off & holidays

Job summary

State University Construction Fund in Albany, NY is seeking a Confidential Assistant to support the Design & Construction team. The role involves coordinating administrative tasks, preparing packages, and ensuring on-time completion of design and construction processes.

The position reports to the Director of Construction and requires strong communication, confidentiality, and organizational skills, with telecommuting options after initial period.

Qualifications

• A bachelor's degree in a related field with at least 2 years of relevant experience preferred.
• An associate's degree with at least 7 years of relevant experience may be considered in lieu of a bachelor's.
• Excellent verbal and written communication skills and ability to handle confidential information.
• Strong organization and attention to detail with proficiency in standard administrative tasks.

Responsibilities

• Serve as primary administrative staff member to support Design and Construction processes and policies.
• Assist in compiling final inspection and end of guarantee packages, oversee Notice to Proceed process.
• Participate in sealed bid acceptance and coordinate design reviews via Bluebeam Studio.
• Prepare and process project archiving, including transfer lists and document boxing.
• Answer phones, route calls, and interact with external entities; manage mail and distribute documents.
• Interface with multiple departments to coordinate tasks and implement process improvements.

Skills

Verbal and written communication

MS Office

Bluebeam Studio

Adobe Suite

Organizational skills

Confidentiality

Task prioritization

Administrative support

Education

Bachelor's degree in related field

Associate's degree in related field

Tools

Bluebeam Studio

Adobe Suite

Job description

About State University Construction Fund:

The State University Construction Fund (Fund) is a New York State government entity dedicated solely to facilitating and expediting the construction, renovation, rehabilitation, and improvement of the State University of New York's academic building and infrastructure assets at 32 state-operated campuses and 3 teaching hospitals.

Our offices are located within the historic SUNY System Administration headquarters in downtown Albany, New York. Though officially named the H. Carl McCall SUNY Building, it is often referred to by locals as the, "D&H Building," or affectionately, "The Castle."

The Fund offices and the adjoining employee parking garage are just steps from the Hudson River, a short walk to the Capitol Building and the Empire Plaza, and a few minutes' drive to major highways including the Northway (Interstate 87) and the New York Thruway (Interstate 90).

Job Description:

The State University Construction Fund (Fund) is currently seeking a Confidential Assistantto join our Design & Construction team at our office in Albany, NY.

Within the State University Construction Fund (the Fund), this individual provides support in the Design and Construction Management Office for professional staff. The position reports directly to the Director of Construction and will work closely with other directors and managers and will interact with all staff in the Design and Construction units (and beyond). The position will require a proactive approach and the ability to work both independently and collaboratively to achieve the goals of the Design and Construction units.

Specific Duties & Responsibilities:

Serve as primary administrative staff member to help facilitate Design and Construction processes and policies. Specific tasks and responsibilities include, but are not limited to:

• Compiling final inspection and end of guarantee packages, oversee construction Notice to Proceed process.
• Participating in sealed bid acceptance.
• Completing ECA and Phase Approval processes and distributing letters accordingly.
• Following up with staff and other departments to coordinate and ensure on-time completion of tasks related to Design and construction processes.
• Initiating design reviews via Bluebeam Studio and monitoring through completion.
• Initiating CMR setup/access at Design NTP in conjunction with other departments.
  
• Performing routine administrative items including:
  • Answering phones, routing calls, looking up information, and interacting with external entities
  • Preparing and processing projects for archiving, including preparing transfer lists and boxing documents.
  • Opening and distributing mail and other documents within Design and Construction.
  • Ordering and stocking supplies for Design and Construction.
    
• Performing other tasks and responsibilities including:
  • Creation of correspondence, reports, presentations and other written and graphic information as directed.
  • Interfacing/coordinating with other departments on behalf of Design and Construction.
  • Continually reviewing and providing recommendations for process and procedure improvements.

Performing other duties as directed.

Requirements:

A bachelor's degree in a related field plus a minimum of two years of relevant experience is preferred. An associate's degree in a related field plus a minimum of seven years of relevant experience may be considered.

Additional requirements/preferences include:

• Excellent verbal and written communication skills and the ability to present information clearly and concisely.
• The ability to demonstrate judgment and discretion, including in matters of confidentiality.
• Strong organization skills and attention to detail specifically related to processes and standard administrative tasks, and an eagerness to learn.
• Proficient with Microsoft Office with strong background in various computer programs including but not limited to Bluebeam Studio and Adobe Suite with minimal or no training.
• Ability to provide advanced technological support to inside and outside users as well as provide improvements to current practices.
• Working knowledge of administrative and management principles and techniques.
• Ability to read and analyze data, regulations, and policies and draw conclusions.
• Ability to establish a working relationship with staff personnel and other departments independently.
• Ability to work with direction from multiple individuals, manage workload, and prioritize tasks.

This positiondoes not require a NYS Civil Service examination.

Additional Information:

Salary range:$63,180- $101,848 per year,commensurate with experience and qualifications.

We offer a competitive salary and excellent benefits package, including immediate participation in the NYS and Local Retirement System (NYSLRS) with vesting after 5 years of service, Health Insurance (including Prescription, Dental, and Vision), vacation, sick, and personal time, 13 paid Federal holidays, paid parental leave, and telecommuting.

Note on Telecommuting: Employees are eligible torequest approval to telecommute a limited number of days per month after completing 6 months of service. Telecommuting approvals will be made in accordance with the Fund's Telecommuting Program Guidelines.

The State University Construction Fund is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or retaliation. The Fund proudly supports New York State's Executive Order 31 initiative to be a model employer for people with disabilities. All people with disabilities are encouraged to apply.