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Executive Assistant

Albany, NY - Posted on: Wednesday 07/27/16


About Research Foundation for SUNY System:

The Research Foundation for The State University of New York (RF) is the largest, most comprehensive university-connected research foundation in the country.

Serving SUNY and New York State, the RF provides essential services to SUNY faculty, students and staff who are performing life-changing research in life sciences and medicine; engineering and nanotechnology; physical sciences and energy; social sciences; and computer and information sciences. More than 15,000 dedicated RF employees work on SUNY-led research, training and public service projects throughout New York, across the country and around the world.

This position is being offered through the Research Foundation for SUNY at the Charter Schools Institute in Albany. The Charter Schools Institute was established by the Board of Trustees of the State University of New York (SUNY) in February 1999 and is charged with carrying out its responsibilities under the New York Charter Schools Act of 1998 (Article 56 of the New York Education Law).

Job Description:

The Executive Assistant at SUNY's Charter Schools Institute serves with the nationally award winning team of high quality charter school authorizers.  Reporting to the Institute's Executive Director, the Executive Assistant will provide direct administrative support to the Institute's Executive Director.  Responsibilities will include: serving as the primary point of contact for inquiries for the Executive Director; schedule and maintain multiple calendars; travel arrangements and preparation of reimbursement vouchers; manage the technical assistance of technology for the Executive Director and serve as a liaison with SUNY technology support staff; assist in the preparation of meeting materials; draft and send correspondence on behalf of the Executive Director and assist in the finalization and proof reading of reports documents that are sent out under the Executive Director's direction.

SUNY's Charter Schools Institute has a fast-paced work environment committed to supporting the SUNY Trustees in ensuring SUNY authorized charter schools demonstrate strong academic, fiscal and organizational performance as measured by the SUNY Renewal Benchmarks.  The Executive Assistant demonstrates the drive and desire to propel improved internal Institute operations, documentation, organizational operations and public reporting for all schools through high quality authorizing practices.  The position requires strong communication skills, the ability to work with a team to gather, organize, analyze and produce a high volume of information in a timely and accessible manner; infuse quality, coherence and organization throughout all assigned tasks; and embrace the opportunity to work with a national model for high quality charter school oversight.

Specific duties will include:

  • Serving as a primary point of contact for inquiries to the Executive Director from varied audiences that include the SUNY Board of Trustees and System leadership, SUNY charter school leaders and boards, prospective new school applicants, the New York State Board of Regents and State Education Department, school districts, state and national charter school or public education related organizations, etc.;
  • Schedule appointments, conference calls and videoconferences on behalf of the Executive Director and maintain the Executive Director's calendar as well as the Institute calendar, conference room calendar, assist with project tracking calendars (SmartSheets);
  • Coordinate travel arrangements and travel voucher reimbursements for the Executive Director;
  • Coordinate travel arrangements and travel voucher reimbursements for staff conference travel;
  • Assist in the preparation and distribution of meeting materials, presentations, and agendas on behalf of the Executive Director;
  • Draft and send correspondence on behalf of the Executive Director and coordinate with the Institute's Director of Information as appropriate;
  • Maintain the Executive Director's personal office files and contact information;

Other Core Function Duties: 

  • Track due dates related to correspondence, reports, and/or information routinely collected from schools;
  • Assist in the preparation and planning of materials for meetings of the Board of Trustees of the State University of New York and its Charter Schools Committee as well as, other special events;
  • Assist in the finalization and/or proofreading of correspondence and reports that require the Executive Director's approval;
  • Manage the Executive Director's technology resources and serving as a liaison to SUNY technical support staff;
  • Provide general office support in the areas of letter finalization and distribution, DMS filing, data entry, copying, scanning, phone coverage etc. for special projects or assignments;
  • Keep notes of planning meetings and distributing as appropriate; and,
  • Other duties as assigned.


High School Diploma required.  Associate or Bachelor's degree in a relevant field preferred.  At least 5 years of progressively responsible office experience including some experience serving as an Executive Assistant.  Self-starter with strong interpersonal, written and verbal communication skills.   Strong organizational capabilities and attention to detail.  Ability to problem-solve and maintain a solution oriented approach.  Ability to work independently and to handle multiple tasks.  Ability to maintain a professional demeanor; to be discreet and handle confidential information.  Familiarity with Research Foundation and SUNY policies and procedures preferred.  Proficient in the use of Microsoft Office, especially Word and Outlook.

Additional Information:

Salary:   Up to $45,000 commensurate with experience.  Excellent benefits.  Position located in Albany, NY.

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law.

To Apply:

Please visit https://systemrf.interviewexchange.com/jobofferdetails.jsp;jsessionid=EB9258BCEB338376B006F4A95FAC0619?JOBID=74255