Administrative Specialist/Office Manager

The Administrative Specialist/Office Manager plays a pivotal role in the Office of the President, providing administrative support, coordinating key initiatives, and assisting with operational tasks related to the administration of university programs and events. This position serves as a confidential liaison by providing direct administrative support and executive-level assistance to the Chief of Staff and the high-profile functions overseen by the Chief of Staff. This is a full-time, twelve (12) month, Management Confidential position requiring an on-campus presence and is not eligible for a remote or hybrid work schedule.

Essential functions and responsibilities include but are not limited to:

Administrative and Operational Support

The Administrative Specialist / Office Manager has specific responsibilities related to the Office of the President and reports directly to the Executive Vice President and Chief of Staff.

• Serves as the initial point of contact, virtually and in person, for the Office of the President offering a welcoming and professional presence to all visitors and stakeholders.
• Oversee day-to-day office operations and logistics, purchasing, budget reconciliation including the coordination of shared spaces and resources.
• Prioritize and delegate tasks as needed, especially during large projects or events, leveraging support from other areas within the University as appropriate.
• Coordinate communication between the Office of the President, cabinet members, and other departments, ensuring alignment with institutional goals (Presidential Committees).
• Strategically manage the Chief of Staff's calendar, prioritize their time and schedule meetings and other upcoming assignments. Provide high-level administrative assistance such as coordinating meetings, drafting communications, developing agendas, synthesizing information and data to prepare reports and presentations.

Strategic Coordination and Communication

Serve as a liaison between the Office of the President and university leadership, faculty, staff, students, and external partners.

• Support the planning and execution of university-wide initiatives, including retreats, forums, and special projects and events.
• Oversee status updates and project tracking to ensure timely reporting to the Chief of Staff.
• Participate in key meetings to capture notes, identify action items, and assist in follow-up and execution
• As directed, oversee communications and meetings, ensuring agendas, minutes, and follow-up communications are executed smoothly.
• Provides flexible and positive responses under the ambiguity and pressure of a dynamic environment with frequent interruptions and deadlines.

Confidentiality and Discretion

Handle sensitive and confidential matters with a high level of discretion, judgment, and professionalism.

• Maintain confidentiality related to personnel, student, finance, legal, and strategic matters.
• Performs and assists in other related duties as required.

Requirements:

Minimum Qualifications:

• A minimum of a Bachelor's degree from an accredited college or university and three (3) to five (5) years of progressively responsible experience providing administrative support to senior level management or senior administrators. OR An Associate's degree from an accredited college or university and five (5) to seven (7) years of progressively responsible experience providing administrative support to senior level management or senior administrators.
• Thorough knowledge of office practices, protocol and procedures and equipment.
• Proficiency in MS Office suite, including Word, Excel, Outlook and PowerPoint.
• Excellent interpersonal skills.
• Excellent communication skills, written and verbal, including report presentation skills.
• Strong customer service and listening skills.
• Ability to multitask, prioritize assignments, and meet deadlines in a fast-paced environment.
• Extreme attention to detail.
• Ability to maintain a high level of confidentiality and professionalism.
• Ability to work independently and as part of a team.
• Cultural competence and ability to communicate effectively with diverse constituencies.
• Ability to work a flexible schedule, include occasional evening and weekends in support of special projects and events.

Preferred Qualifications:

• A minimum of a Bachelor's degree from an accredited college or university and three (3) to five (5) years of progressively responsible experience providing administrative support to senior level management or senior administrators, preferably in higher education, non-profit or government/public entity.
• Familiarity with project management tools software.

Additional Information:

Salary Range: $54,205.00 - $75,000.00 commensurate with education and experience

Comprehensive Benefits: https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/MC13-Unclassified-Benefits-at-Glance.pdf

Position Type: Management Confidential

Official Budget Title: Administrative Staff Assistant

Campus Title: Administrative Specialist/Office Manager

Department: Office of the President

FTE: Full-Time

Negotiating Unit: MC13

Salary Grade: MP-5

FLSA Status: Exempt

The successful candidate must be authorized to work in the United States.

If you require an accommodation for a disability in order to participate in the selection process, please contact the Office of Human Resources/Affirmative Action located in the Campus Center, Room I-211 or by calling (516) 876-3179.

The Annual Security and Fire Report is filed as required by federal law. The purpose of this report is to provide faculty, staff and students with campus safety information, including crime statistics and safety policies and procedures. The report contains information regarding security and personal safety, including topics such as crime prevention, fire safety, crime reporting policies, disciplinary procedures and other matters of importance related to security and safety on campus. The report also contains information about crime statistics for the previous three calendar years. You can obtain a copy of this report by contacting the University Police Department (516) 876-3333 or by downloading a copy.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Application Instructions:

Please submit the following online:

1. cover letter,
2. resume,
3. contact information (name, email address and telephone number) for three references and,
4. a fully completed Old Westbury employment application (available during the online application process).

Only applications submitted online will be considered.

CLOSING DATE FOR RECEIPT OF APPLICATIONS: open until filled - review of applications to begin immediately

VISA sponsorship is not available for this position.

We encourage protected veterans, individuals with disabilities, women and minorities to apply.

Employment in this position will be contingent on the College's verification of credentials and any other information required by federal or state law, and SUNY Old Westbury polices, including the completion of pre-employment screening.