Administrative Assistant

Position Summary:

The Administrative Assistant provides essential support to the School of Pharmacy, specifically to the Chair and faculty of the Department of Pharmaceutical Sciences. Responsibilities include managing daily administrative tasks such as scheduling meetings, ordering supplies, maintaining departmental records and budgets, and coordinating with other campus offices. The role also supports academic functions, including Canvas course setup, exam processing, proctoring coordination, and student evaluation logistics. Additionally, the Administrative Assistant assists with faculty recruitment logistics, departmental web updates, and data collection for reporting purposes.

Major Duties & Responsibilities:

• Provide administrative support including;
  • Interfacing with other administrative and academic offices on campus
  • Providing general office support
  • Scheduling meetings
  • Ordering of office and lab supplies
  • Providing logistical support for the faculty recruiting process
  • Maintaining the departmental budget
  • Collection and collation of data for reporting purposes
  • Maintenance of the department’s webpage
  • Maintaining departmental records
  • Processing travel requests. 
• Provide academic support services, such as;
  • Canvas course setup
  • Processing exams
  • Coordination of assessment proctoring 
  • Maintenance of departmental/interdepartmental web communications
  • Logistical aspects of student evaluations

Knowledge, Skills and Abilities:

• Excellent organizational skills
• Excellent oral and written communication skills
• Positive attitude and work ethic
• Interacts effectively with organization members including across departments
• Observes schedules and meets assignment deadlines
• Manages multiple projects simultaneously
• Works independently with little direction and work confidentially with discretion
• Willingness to learn/enhance skills needed to perform responsibilities
• Proficiency in Microsoft office (including Word, Excel, Outlook, and Access), Adobe, Canvas and Internet searches

Education and Experience: 

• AAS degree from an accredited College or University
• Minimum of three years of progressively responsible experience in an administrative support role or equivalent educational and professional experience associated in a highly professional environment

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. Please note that this posting is not all-inclusive of the job responsibilities or qualifications of the position. The essential functions of the job may or may not have been fully described for purposes of ADA reasonable accommodation. All accommodation requests will be reviewed and evaluated on a case-by-case basis.

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, California, Idaho, Maine, Maryland, Massachusetts, Michigan, New Jersey, Rhode Island, Texas, Wisconsin, and Vermont. 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.