Department Administrative Lead — Academic & Budget Support

SUNY College of Optometry; New York (NY); On-site; USD 55,000 - 61,000; Full time

Benefits offered by this job

Generous benefits package

15 days annual leave

13 paid holidays

Job summary

SUNY College of Optometry seeks a highly organized Administrative Assistant to support the Chairperson and the Department of Biological and Vision Sciences. The role oversees day-to-day operations, budget activities, and staff supervision, collaborating with faculty across the college to achieve academic and operational objectives.

Responsibilities include managing office operations, preparing cost estimates, supporting examinations in ExamSoft, and coordinating meetings and events.

Qualifications

• Bachelor’s degree or an equivalent combination of education and relevant experience.
• Minimum of three (3) years of experience in a multi-staff administrative office environment.
• Demonstrated excellence in verbal and written communication skills.
• Proficiency in Microsoft Office 365 applications (Word, Excel, PowerPoint).
• Ability to exercise sound independent judgment and maintain strict confidentiality.
• Strong organizational skills with the ability to manage multiple priorities.
• Proficiency in Adobe Acrobat and social media platforms.

Responsibilities

• Manage office operations including file maintenance, database management, organizing departmental meetings, and taking meeting minutes.
• Prepare cost estimates, complete purchase requisitions, process invoices and reimbursements.
• Create, format, and upload examinations in ExamSoft; assist with proctoring; manage assessments and posting of grades.
• Assist the Department Chair with budget development, monitoring and analyzing expenditures.
• Plan and coordinate departmental meetings, events and projects including venue logistics and RSVPs.
• Collaborate with the Dean for Academic Affairs to compile data on student performance.
• Maintain faculty records including leave requests and timesheets.
• Support other departments and offices as needed.
• Respond to inquiries from internal and external stakeholders.

Skills

Communication

Confidentiality

Multitasking

Organizational skills

Verbal & written

Social media

Education

Bachelor's degree or equivalent

Tools

Microsoft Office 365

Word

Excel

PowerPoint

Adobe Acrobat

SharePoint

Brightspace

ExamSoft

Job description

SUNY College of Optometry seeks a highly organized Administrative Assistant to support the Chairperson and the Department of Biological and Vision Sciences. The role oversees day-to-day operations, budget activities, and staff supervision, collaborating with faculty across the college to achieve academic and operational objectives.

Responsibilities include managing office operations, preparing cost estimates, supporting examinations in ExamSoft, and coordinating meetings and events.