Administrative Assistant, Department of Life Sciences

Position Summary:

The Department of Life Sciences seeks a highly organized detail-oriented Administrative Assistant to provide administrative operational and logistical support to the departments Chair faculty and academic programs. This position serves as a key resource for faculty students and campus partners while helping ensure the smooth day-to-day operation of the department. The Administrative Assistant will report to the Chair Department of Life Sciences.

Major Duties & Responsibilities:

• Provide administrative support to the Chair and faculty including scheduling meetings preparing correspondence managing records and coordinating departmental communications.
• Serve as the departments primary point of contact for visitors students faculty and campus partners.
• Coordinate faculty support activities including Canvas course setup student evaluations exam logistics grade submission support and syllabus archiving.
• Assist with faculty recruitment onboarding interview scheduling and candidate visits.
• Process purchasing requests monitor departmental budgets prepare financial paperwork and assist with travel reimbursement processes.
• Support academic program assessment and accreditation activities by organizing documentation maintaining records coordinating meetings and assisting with reports and site visits.
• Support the Pre-Health Advising help desk by managing student inquiries routing requests and assisting with advising-related communications and recordkeeping.
• Coordinate departmental events seminars and special projects as assigned.

Knowledge Skills and Abilities:

• Excellent organizational and time-management skills with the ability to prioritize multiple tasks and meet deadlines in a fast-paced academic environment.
• Strong written and verbal communication skills with the ability to interact professionally and effectively with students faculty staff and external stakeholders.
• Demonstrated customer service skills and a commitment to providing responsive student-centered support.
• Demonstrated ability to work independently and confidentially with little direction and exercise sound judgment when handling sensitive information.
• Ability to observe schedules and meet assignment deadlines.
• Able and willing to proactively identify and pursue relevant learning and professional development opportunities and apply new knowledge insights and skills to enhance work results.
• Proficiency in Microsoft Office (including Word Excel Outlook and Access) Adobe and Internet searches. Proficiency in Canvas.
• Working knowledge of modern office practices procedures and equipment.

Education and Experience:

• High school diploma or GED required; Associate degree preferred.
• Minimum of two years of administrative experience preferably in higher education or an academic setting.
• Proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint) and the ability to learn and use institutional software systems including learning management systems (e.g. Canvas) and student information systems.

Physical Demands:

While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand walk climb or balance; and stoop kneel or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

While performing the duties of this job the employee is not substantially exposed to adverse environmental conditions.

Additional Information:

This hybrid position is based in Albany NY. This role is required to be on-site at least 4 days per week. All remote work must be performed in a state in which the College is registered to do business which includes New York New Jersey Massachusetts Maine Maryland Florida Texas Idaho Wisconsin and California. Standard work hours are from 8:30 AM 4:30 PM EST Monday through Friday. Additional details pertaining to this position will be discussed during the interview process.

Benefits:

Albany College of Pharmacy and Health Sciences (ACPHS) offers a comprehensive benefits package for full-time employees including medical dental and vision benefits free life insurance and disability programs tuition assistance programs retirement plan with employer match and contribution and generous time off including 20 paid holidays plus paid sick and vacation time. Additional perks include wellness rewards free gym access free parking identity theft protection and many others. Please note benefits and benefits eligibility can vary by position and exclusions may apply for some roles.

ACPHS is an Equal Opportunity Employer and does not discriminate against any protected class of job applicant or employee in our hiring and employment practices.

Required Experience:

Junior IC