Administrative Operations Specialist

## Administrative Operations SpecialistApplylocations: 628 Madison Avenue Albany, NY 12208time type: Full timeposted on: Posted Todayjob requisition id: 70858Department/Unit:DevelopmentWork Shift:Day (United States of America)Salary Range:$54,690.00 - $82,035.00The Foundation Office is seeking a highly organized and proactive administrative professional to provide senior-level support to the Vice President and oversee daily operations within the Foundation Office. This role serves as a key liaison across the organization, managing Foundation Board and committee logistics, VP calendar and correspondence, budget and expense processes, and administrative team leadership. The ideal candidate is a detail-oriented self-starter who thrives in a fast-paced environment, exercises sound judgment, and can manage competing priorities with professionalism and discretion.### Key Responsibilities* Coordinate all logistics for Albany Medical Center Foundation Board meetings, including OnBoard setup, room and catering arrangements, member communications, scheduling, agenda drafting, minutes, and supporting materials.* Oversee daily administrative operations of the Foundation Office, providing guidance, training, and support to administrative coordinators; convene regular team meetings.* Lead Foundation budget processes, including coordinating program budgets, ordering office supplies, and tracking/preparing VP expenses.* Proactively manage the VP's calendar, scheduling complex internal and external meetings and exercising judgment in prioritizing commitments.* Coordinate meeting logistics (rooms, AV, attendees) and prepare the VP with handouts, presentations, and reports as needed.* Maintain VP's prospect activity in Raiser's Edge to support cultivation and solicitation efforts.* Prepare board and committee meeting materials for the VP; attend leadership meetings and distribute action items.* Coordinate VP travel and conference arrangements.* Manage office facilities issues and coordinate office moves with the AMHS Relocation Team.* Support hiring managers with HR functions, including onboarding of Foundation staff.* Prepare and review payroll and Kronos entries.# # **Qualifications****Education:** Bachelor's Degree required**Experience:** 5–7 years of office or related administrative experience preferred**Skills & Competencies:*** Strong computer/PC skills and working knowledge of business applications* Excellent attention to detail and sound decision-making judgment* Strong organizational and time-management skills* Ability to manage high workload volume with flexibility and adaptability* Excellent written and verbal customer service skills* Ability to work effectively with a diverse population* Comfortable working both independently and as part of a team* Strong problem-solving skills with the ability to escalate issues appropriately* Strong work ethic #J-18808-Ljbffr