Job Information
SUNY Upstate Medical University Administrative Staff Assistant I in Syracuse, New York
Job Summary:
We are seeking a highly organized and detail-oriented Administrative Staff Assistant I to support two of our executives within the office of Research Administration. The ideal candidate will play a crucial role in ensuring the smooth operation of the executive team by providing comprehensive administrative support, handling office logistics, coordinating travel and events, and assisting with project-related tasks. This role requires excellent communication skills, discretion with confidential information, and the ability to efficiently manage multiple responsibilities.
- Administrative Support:
Manage the calendars and schedule appointments and meetings for executive staff, ensuring optimal time management.
Prepare and coordinate reports, presentations, and special projects as assigned by the executives.
Handle confidential information with discretion and professionalism.
- Office Management:
Maintain inventory and order office supplies to support efficient departmental operations.
Organize and manage electronic filing systems to ensure seamless access to important documents.
- Travel Coordination:
Plan and book travel arrangements for executives, including flights, accommodations, and ground transportation.
Prepare detailed itineraries and ensure all necessary travel documents are organized and available.
Process travel reimbursements and expense reports in a timely and accurate manner.
- Meeting and Event Planning:
Coordinate and organize departmental meetings, including the preparation of agendas, taking minutes, and following up on action items.
Assist in the planning and execution of departmental events, conferences, and workshops, ensuring all logistics are managed.
- Communication:
Serve as the primary point of contact for internal and external communications on behalf of the executives.
Screen and direct phone calls, emails, and other inquiries to the appropriate personnel.
- Project Assistance:
Provide support to executives on various projects, including research, data collection, and preparation of relevant materials. Assist in the drafting and submission of grant applications and other research-related documents.
This position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment while maintaining a high level of professionalism and confidentiality.
Minimum Qualifications:
Bachelor's degree in a related field or an equivalent combination of education and experience.
Preferred Qualifications: Work Days:
Monday-Friday (days)
Message to Applicants:
Salary Range:$50,000-$70,000
Recruitment Office: Human Resources