Job Description

Preferred Qualifications:

Master’s degree (foreign equivalent or higher). Three (3) years of full time administrative experience in an office setting. Prior experience in higher education, academic medicine, or a research environment. Experience supporting faculty affairs processes (appointments, promotions, evaluations). Supervisory or lead administrative experience. Experience with academic reporting systems or institutional databases. Experience supporting accreditation, compliance, or committee governance processes. Knowledge of and experience working with institutional policies, procedures and accessibility standards.


Brief Description of Duties:

The Administrative Operations Lead provides high-level administrative and operational support to senior academic leadership (Chair or Department Administrator). This role serves as a central point of coordination for academic operations and requires advanced calendar management skills, exceptional organizational ability, discretion, and strong proficiency in all Microsoft Office Suite applications. This position functions in a fast-paced academic environment that includes faculty, staff, students, and external stakeholders.

Duties:

Calendar Management:

Manage and prioritize a highly complex and frequently changing executive calendar with competing demands
Coordinate faculty meetings, academic committees (e.g., promotion & tenure, curriculum, search committees), and institutional events
Exercise independent judgment in scheduling matters to ensure alignment with strategic priorities
Anticipate scheduling conflicts and proactively resolve issues
Prepare briefing materials, agendas, and background documents for meetings
Coordinate travel arrangements, itineraries, and reimbursements
Serve as primary liaison for leadership, managing incoming requests and determining appropriate course of action
Budget Management & Financial Oversight:

Assist in the preparation, monitoring, and reconciliation of departmental or divisional budgets
Track expenditures to ensure compliance with approved budgets and institutional guidelines
Prepare financial summaries, reports, and projections for leadership review
Process invoices, purchase requisitions, travel reimbursements, and expense documentation
Maintain detailed financial tracking spreadsheets and dashboards
Support fiscal year-end closeout processes and budget planning activities
Identify discrepancies and resolve financial issues in collaboration with finance personnel



Faculty Affairs & Academic Administration:

Support faculty lifecycle processes including recruitment, appointments, reappointments, promotions, and annual evaluations
Prepare and distribute faculty appointment letters and related documentation
Maintain confidential faculty personnel files in compliance with institutional policies
Assist in compiling data for faculty productivity, performance reporting, and academic metrics
Support onboarding of new faculty and academic staff
Coordinate documentation related to accreditation, compliance, and academic reviews



Communication & Documentation:

Draft, edit, and proofread professional correspondence on behalf of academic leadership
Prepare reports, memoranda, meeting minutes, presentations, and executive summaries
Develop PowerPoint presentations for faculty meetings, board presentations, and institutional reporting
Create and manage complex Excel spreadsheets for academic and financial tracking
Serve as liaison between academic leadership and internal/external stakeholders
Ensure consistent, professional communication aligned with institutional standards



Project & Operational Management:

Track strategic initiatives and ensure timely completion of assigned deliverables
Monitor project timelines and follow up with stakeholders to maintain progress
Support accreditation reporting and documentation requirements
Coordinate departmental events, retreats, and special initiatives
Ensure compliance with institutional policies, procedures, and governance requirements
Administrative Leadership & Supervision:

Provide guidance and functional oversight to administrative support staff
Assist with onboarding and training of new personnel
Coordinate workflow within the academic office to promote operational efficiency
Recommend process improvements to enhance productivity and service delivery
Other duties as assigned
Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.