"Assistant to the Provost and Senior Vice President for Academic Affairs - Academic Affairs"

Job Details

Assistant to the Provost and Senior Vice President for Academic Affairs - Academic Affairs

About University at Albany:

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of approximately 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

Job Description:

This executive-level administrative position provides strategic administrative and operational support to the Provost and Chief of Staff, serving as a critical liaison between the Office of the Provost and senior leadership across the University. This position ensures the seamless coordination of high-level engagements, manages complex scheduling and communications, and supports key administrative functions that support institutional priorities. The role requires exceptional judgment, discretion, and the ability to anticipate and respond to dynamic needs in a fast-paced, high-stakes environment with authority to make decisions within the scope of the position responsibilities. This position plays a pivotal role in advancing the mission of Academic Affairs through effective coordination, information management, and executive support.

Primary Responsibilities:

• Maintain Provost's Calendar and other administrative tasks:
  • Strategically manage the Provost's calendar, ensuring alignment with institutional priorities and optimizing time for high-impact engagements.
  • Oversee and maintain distribution lists and council memberships, ensuring accuracy and timely updates each semester.
  • Coordinate complex travel logistics and prepare comprehensive itineraries and reimbursement documentation.
  • Exercise independent judgment and decision making in triaging communications from the Provost Office mailbox, ensuring timely and appropriate responses.
  • Facilitate the execution of official documents requiring the Provost's signature, ensuring compliance and completeness.
  • Maintain and update the Provost Office web presence, ensuring alignment with current initiatives and announcements. Assist with updating Provost Office web pages, ensuring information is current and accurately reflects office activities and announcements.
  • Design and execute electronic forms to streamline administrative processes and improve operational efficiency that may include undergraduate and graduate program proposals submitted to SUNY, MOUs, and academic agreements with other institutions, ensuring all documents are properly reviewed and signed. Develop forms as requested, utilizing software tools to create efficient and user-friendly forms for various administrative processes utilizing a high degree of independence and autonomy in technical creations.
  • Review and ensure completeness of sabbatical and leave request materials, liaising with Dean's Offices as needed.
• Prepare briefing materials:
  • Assemble high-level briefing materials and talking points for the Provost's engagements.
  • Coordinate agendas and materials for meetings with senior leadership, including the President, Vice Presidents, and Deans.
  • Ensure that remarks for the Provost's speaking engagements are provided to the Provost in a timely fashion, following up with relevant stakeholders and external event sponsors as needed.
  • Partners with the Office of Communication and Marketing, Events, Government and Community Relations and other offices to craft compelling speaking engagements to ensure remarks are timely, location-specific, and aligned with the event's narrative
  • Develop engaging speaker profiles and bios of participants at events for the provost, collaborating with external and internal constituencies highlighting each participants' unique expertise and background.
  • Orchestrate and deliver a seamless run-of-show, ensuring all partners are aligned and communicating with internal and external partners.
• Schedule and coordinate meetings held via zoom or in person:
  • Schedule and manage logistics for in-person and virtual meetings involving senior stakeholders and other internal and external constituents. Anticipate the needs of the participants and have contingency plans to respond to frequent and dynamic changes.
  • Ensure meeting spaces are appropriately reserved and prepared, including catering and technical setup.
  • Distribute agendas, attend Provost Council meetings, and produce detailed minutes and follow-up documentation.
  • Attend Provost Council meetings and other meetings as requested, take detailed minutes, and coordinate presentations.
• Special Projects and Research:
  • Conduct research and compile data to support strategic initiatives, using independent judgment to synthesize information, and provide comprehensive and accurate information to support decision-making and strategic planning.
  • Provide professional line support.
  • Provide professional line support exhibiting a high level of professionalism, diplomacy, and independent discretion in managing complex and sensitive interactions, with authority to to navigate across various communication channels requiring sophisticated understanding of institutional dynamics and stakeholder relationships.
  • Meet, greet, and escort visitors, providing a welcoming and professional environment for all guests and ensuring they are directed to the appropriate person or location. Use institutional knowledge and professional judgement to route incoming calls and inquiries.
• Other reasonable duties as assigned.

Functional and Supervisory Relationships:

• Reports to Associate Vice President for Academic Affairs/Chief of Staff
• Supervises the following positions: None
• May supervise employees as assigned (if no direct reports at time of filling position) - Work-study students

Job Requirements:

• Proficiency in calendaring and using Outlook for scheduling and managing appointments.
• Strong interpersonal skills, with the ability to interact daily with the President's Office, Vice Presidents, Deans, dignitaries, and other high-level stakeholders employing a high degree of discretion, tact and skill. Ability to navigate complex interactions with sensitivity and foresight.
• Ability to multitask and switch priorities daily, demonstrating flexibility and adaptability.
• Excellent follow-up and planning skills, ensuring tasks are completed efficiently and effectively.
• Discretion in handling confidential information, maintaining privacy and security.
• Ability to manage stress and remain composed amidst continually changing priorities and urgent requests.
• Requires a high degree of independent judgment, autonomy, accuracy, and flexibility.
• Ability to anticipate needs and be prepared to adjust on a moment's notice to accommodate.
• Ability to critically analyze situations and circumstances.

Requirements:

Minimum Qualifications:

• Associate's Degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• 2 to 3 years of relevant professional experience in administrative support roles.
• 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:

• Bachelor's Degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Knowledge of higher education administration.
• Experience with data research and compilation.

Working Environment:

• High-Visibility Office: The Provost Office, including this position, interacts daily with the President's Office and all divisions.
• Dynamic Environment: Continually changing priorities require adaptability and flexibility.
• Fast-Paced Work: Quick turnaround on urgent items is a daily expectation.
• Stress Management: The above demands a strong ability to manage stress effectively.

Additional Information:

Professional Rank and Salary Range: Assistant to Vice President, MP, $68,000 to $72,000.

Special Notes: 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. Additionally, please note that UAlbany is not an E-Verify employer.

Application Instructions:

Applicants MUST submit the following documents:

• Resume/CV
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• Contact information for three professional references

Note: After submitting your resume/CV, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

A review of applications will start on February 17, 2026 and the search will remain open until the position is filled