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Academic Innovation and Student Success (AISS) at the University at Albany seeks a candidate to become the Administrative Manager. This role is responsible for managing key financial and personnel transactions for the 10 units in the AISS portfolio. In collaboration with the Vice Dean, this role is essential in maintaining best practices for financial and personnel operations, while ensuring the delivery of professional, timely, and accurate services to our team.

Successful candidates will demonstrate outstanding attention to detail, strong communication and interpersonal skills, a high level of commitment to exemplary customer service, and the ability to work independently and as part of a close-knit team.

Primary Responsibilities:

+ Fiscal

+ Manage financial operations for AISS units, including procurement and reimbursement processes, purchasing and travel card administration, and general budget transactions.

+ Assist staff with travel processes and procedures, including travel card applications, conference registrations, transportation and lodging reservations, and travel reimbursement requests.

+ Work in coordination with the Vice Dean on the development of the comprehensive AISS-wide budget.

+ Assist with monitoring individual unit budgets, including monthly reconciliation of expenses.

+ Generate accurate, up-to-date financial reports for the Vice Dean and other AISS leaders.

+ Personnel

+ Manage hiring and renewal of part-time instructors and graduate and undergraduate student assistants.

+ Manage extra service and buyout processes for departmental faculty and staff teaching in AISS programs.

+ Coordinate candidate recruitment process; including placing job advertisements, scheduling interviews, and working with search committee chairs to ensure compliance at all stages.

+ Coordinate onboarding for new team members; including processing hiring requests, collecting new hire paperwork, requesting signage and building access, ordering computer bundles, and scheduling ITS setup.

+ Monitor personnel expenditures to ensure payments are correct and on proper accounts.

+ Troubleshoot employment and payroll issues and concerns.

+ Assist with other personnel management and human resources transactions across all AISS units.

+ Administrative

+ Assist in developing, implementing, and regularly reviewing applicable departmental policies related to overall business operations.

+ Serve as central contact for facilities needs, placing work orders and coordinating with facilities staff as necessary.

+ Serve as central contact for ITS needs, submitting help desk tickets and coordinating with ITS staff as necessary.

+ Work closely with members of the AISS administrative team to provide consistent, quality service across AISS units.

+ Coordinate an annual review of the AISS shared network drive to maintain an organized and easily navigated file structure.

+ Other reasonable duties as assigned

Functional and Supervisory Relationships:

+ Reports to Vice Dean for Academic Innovation and Student Success

+ Supervises the following positions: None

+ May supervise employees as assigned (if no direct reports at time of filling position)

+ Work-study students

Job Requirements:

+ Evidence of strong interpersonal and communication skills, both written and oral

+ Evidence of strong organizational skills and attention to detail

+ Ability to interact effectively with faculty, staff, students, and external partners

+ Ability to effectively prioritize multiple projects

+ Ability to work independently and in a team setting

+ Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.

+ Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Job Requirements:

Minimum Qualifications:

+ Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization

+ At least 2 years of relevant professional experience in an administrative role

+ Experience coordinating financial and/or human resources processes

+ Experience using Microsoft Office programs, particularly Excel and Outlook

+ Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community

+ Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role

Preferred Qualifications:

+ Experience working in a higher education setting

+ Experience with Oracle-based or similar financial reporting systems

+ Experience using PeopleSoft or similar platform

+ Experience working with student employees

Working Environment:

+ Typical office environment

Additional Information:

This is a promotional opportunity for current UAlbany employees.

Eligibility for Consideration:

+ You must be employed at the University at Albany campus.

+ You must be in a State-funded UUP professional position (MC employees are not eligible).

+ You must have a permanent, term, or probationary appointment. Only temporary employees employed by UAlbany for three or more consecutive years can be considered eligible.

For details concerning the University's Promotion Policy for Professional Employees, please see HR Memorandum 88-4 (https://www.albany.edu/hr/promotion.php) .

Professional Rank and Salary Grade: Senior Staff Assistant, SL-3, $57,000-$60,000

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml (https://www.albany.edu/police/statistics-and-records)

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. 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 [email protected].

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=188596