Administrative Manager

Administrative Manager

About University at Albany:

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of more than 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.


Job Description:

The main objective of this position is to provide all necessary administrative support and services to assist the Chair and the department's undergraduate (BA in Psychology) and graduate (MA and Ph.D.) programs. In this role, the Administrative Manager will support the ongoing success and expansion of the department.

Primary Responsibilities:

• Academic Affairs: Manage various academic affairs processes and transactions. Prepare course schedule each semester. Oversee enrollment management activities, including all scheduling changes.
• Personnel Management: Coordinate preparation and processing of all forms for faculty appointments, renewals, and leave requests. Coordinate preparation of files for faculty promotion and continuing appointment cases. Oversee preparation and processing of graduate student assistantships and fellowship appointments, and adjunct instructor assignments and appointments.
• Budget Management: Manage all departmental accounts, state funds, sponsored funds and University at Albany Fund accounts. Oversee the department's budget, and process financial transactions
• Reports and Communications: Work with the Chair and departmental leadership in preparing memoranda and reports to the College, University and larger community as needed. Liaison with various units across campus and facilitate communications and messaging within and outside the department.
• Facilities Management: Arrange office and lab space for faculty, instructors, staff, and graduate assistants. Maintain space inventory and process facilities requests.
• Supervision: Provide leadership, oversight and direction to direct reports to assure goals, programs, activities, and personnel practices are consistent with and contribute to the University's goals and strategies. Lead employees for maximum performance and dedication. Complete performance management feedback and goals timely and per requirements.
• Other reasonable duties as assigned

Functional and Supervisory Relationships:

• Reports to Department Chair
• Supervises the following positions: Department Administrative Assistant, work-study students, and student assistants.

Requirements:

Minimum Qualifications:

• Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Minimum 2 years of professional experience in an administrative capacity.
• Finance and budget management experience
• Experience using Microsoft Office (e.g., Word, Excel, PowerPoint, Outlook)
• Strong interpersonal and communication skills, both written and oral.
• Strong organizational skills, attention to detail, and ability to work independently and in a team.
• Ability to develop inclusive and equitable relationships within our diverse campus community
• Ability to support diversity, equity, access, inclusion, and belonging relative to their role

Preferred Qualifications:

• Experience working with students and faculty in a higher education setting
• Experience with university software, such as Slate, PeopleSoft, and Business Intelligence, and social media

Working Environment:

• Typical office environment
• Regular interaction with faculty and students to answer questions and solve problems

Additional Information:

Professional Rank and Salary Grade: SL-3, $57,000

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=183870


Application Instructions:

Applicants MUST submit the following documents:

• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• List of 3 professional references with e-mail addresses and telephone numbers

Note : After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

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Closing date for receipt of applications: February 2, 2025