Administrative Assistant, Biological Science

About the Job

The SUNY College of Optometry is seeking an Administrative Assistant to support the Department of Biological and Vision Sciences (BVS). The Department of BVS is responsible for all basic science courses essential to optometry education. The Administrative Assistant will report directly to the Department Chair and will be integral in managing a variety of administrative responsibilities and ensuring the smooth operation of the departmental activities. In this role, the Administrative Assistant will manage the daily operations of the office, handle internal and external communications, supervise office staff and work study students, assist with budget preparation and monitoring, prepare and maintain departmental records, and provide support to faculty and students.

Duties typically include such activities as, but not limited to:

• Manage office operations including file maintenance, database management, organizing departmental meetings and taking meeting minutes.
• Act as a general resource for researching and preparing cost estimates, completing purchase requisitions, processing invoices and reimbursements, and other similar activities.
• Assist the Department Chair with budget development, monitoring and analyzing expenditures.
• Support the planning and coordination of departmental meetings, events and projects including handling venue arrangements, catering, RSVPs and logistics.
• Assist with proctoring all quizzes, midterm and final examinations within the departments of BVS and Clinical Education.
• Provide assistance in administering assessments to students through ExamSoft (web-based assessment software), including formatting exams, uploading materials, generating item analysis and posting grades.
• Collaborate with the Dean for Academic Affairs to compile data on student performance across the OD Program.
• Maintain faculty records including leave requests and timesheets.
• Support other departments and offices, such as Office of Academic Affairs, as needed.
• Perform other duties as assigned by the Department Chair or the Dean.
• Respond to inquiries from internal and external stakeholders.

Required Qualifications:

• Bachelor's degree or equivalent combination of education and relevant experience, superior verbal and written communication skills, the ability to use independent judgement and maintain confidentiality, and be proficient with Office 365 (MS Word, Excel, PowerPoint), Adobe Acrobat and social media platforms.

Preferred Qualifications:

• Experience in a multi-staffed administrative office (preferably in higher education).
• Ability to learn a variety of software applications ( ExamSoft, Sharepoint, Faculty Success, Brightspace).

Salary range is $55,000 to $60,000 and there is also a generous benefit package. 15 days of annual leave to start and 13 paid holidays per year. We are a qualifying employer in the federal Public Service Loan Forgiveness (PSLF) Program. View our Benefits at Glance .

About US:

The State University of New York College of Optometry is dedicated to advancing our mission to serve the public through excellence in education, research, and patient care. We prepare future optometrists, conduct innovative research that enhances quality of life, and deliver exceptional patient care, outreach, and access to eye health services for all who need them. Our community embraces pluralism, respect, critical inquiry, debate, and civil discourse in every aspect of our work.

SUNY College of Optometry is an equal opportunity employer.

About the Company

The State University of New York College of Optometry advances visual health and patient care through leadership in education, research and service.More than a half century ago a group of dedicated optometrists and benefactors came together to create an institution that would support optometric education, vision science research and extend quality vision care to all New Yorkers and the surrounding community. The State University of New York College of Optometry evolved from this mission.Since we opened our doors to our first class of students in 1971, the College has grown to become one of the leading optometric education and vision research centers in the world. The College houses the University Eye Center - one of the largest outpatient vision care clinics in the country-and engages in cutting edge research that is helping to shape the future of optometric care.