Senior Administrative Assistant: HR, General Counsel and Board of Directors
Senior Administrative Assistant: HR, General Counsel and Board of Directors
Category: Administrative and Professional
Department: Office of General Counsel
Locations: Albany, NY
Posted: May 1, 2025
Closes: Open Until Filled
Type: Full-time Non-Exempt
Position ID: 187806
About The Research Foundation for SUNY:
The Research Foundation for The State University of New York (RF) is the largest comprehensive university-connected research foundation in the country.
Our mission is to provide talent, services, and technology that empower SUNY to research, innovate, and transfer discoveries that transform the world's knowledge economy.
Our vision is to make SUNY the best place for faculty, students, and staff to research, innovate and solve the world's most pressing problems.
The RF serves SUNY by providing essential administrative services that enable faculty to focus their efforts on educating students and performing life-changing research across a wide range of disciplines including Artificial Intelligence, Clean Energy, Biotechnology, Longevity, Substance Addiction, Nextgen Quantum Computing, Environmental Health, and Resiliency. We work with the academic and business leadership of SUNY campuses to facilitate research and discovery by administering sponsored projects and delivering intellectual property and technology transfer services that fuel innovation and move ideas and inventions to the marketplace.
The RF is committed to diversity, inclusion, and a working environment that enhances productivity creates personal and professional opportunities, unleashes everyone's full potential, and fuels innovation. We hold the organization and each other to the highest standards of integrity, accountability, and ethical behavior.
Visit www.rfsuny.org and connect with us on Facebook, Twitter, and LinkedIn. Learn about SUNY at www.suny.edu.
Job Description:
FUNCTION & SCOPE:
Supports the Office of the General Counsel and Board Secretary, Office of Human Resources., and the Board of Directors to provide comprehensive and confidential administrative support. The incumbent will support the departments in achieving the RF's organizational and strategic missions.
General Counsel and Board of Directors Duties:
- Facilitate a timely response to requests for legal assistance by receiving campus and central office requests and entering those requests into the department's practice management software.
Provide primary support for incoming phone calls to the department.
Set up meetings and manage calendars for all attorneys in the department and for other vice presidents in connection with Board of Directors matters.
Book travel and prepare expense reports for all attorneys in department and Board of Directors
Provide support to the RF Board of Directors and assist the Secretary, Assistant Secretary, and committee delegates in managing the Board of Directors documents.
Manage access to the Board of Directors document management and meeting platform (Onboard)
Provide oversight to administrative staff supporting the Board of Directors function including strategic delegation of appropriate tasks.
As part of a team, plan and coordinate the Board of Directors and committee meetings including preparing agendas and resolutions, taking, and drafting meeting minutes, and managing meeting coordination (e.g., food, lodging, transportation, and IT needs, etc.)
Manage the department's budgets, including establishing purchase orders, tracking outside counsel engagements, and assisting with the preparation of annual budget requests.
Draft documents and correspondence for attorney review, execution, or transmission to the campus; draft correspondence for attorney signature; proofread legal documents; and download online court documents. Draft correspondence for the Secretary and Assistant Secretary or other vice presidents in connection with Board of Directors matters
Coordinate the preparation and submission of responses to information subpoenas and other document requests.
Update the department's page to the RF website, as requested.
Monitor and renew attorneys' professional memberships; track attorneys' CLE credits; and order legal publications.
Perform other duties as assigned.
Human Resource Duties:- Assignments of a complex and confidential nature; manage routine inquiries and correspondence, maintain office records, scanning, editing, and keeping files/documents up to date, scheduling appointments, maintaining calendars, planning event coordination, and monitoring the status of office activities.
- Provide primary support for incoming phone calls to the department.
- Supports the Vice President of Human Resources and the Associate Director with day-to-day activities.
- Performs departmental support including the processing of payables, registering department members for conferences and seminars, and handling travel arrangements for department Vice President.
- Maintains oversight of all departmental administrative functions, collaborating with other administrative assistants, including ordering office supplies, arranging conference calls, webinars and preparing meeting agenda.
- Works closely with department direct reports to monitor departmental finances, budget, credit card expenses, reconciliation of vendor bills and check request for payment.
- Assists with special projects as assigned.
Requirements:
SPECIAL SKILLS- Advanced computer skills, including proficiency with Microsoft Office (Teams, Word, Excel, Outlook, and Power Point), Zoom, Oracle, and ability to achieve proficiency in legal office management and meeting management software.
- Ability to work collaboratively and effectively with a variety of internal and external constituents within an extraordinarily complex and confidential environment.
- Excellent verbal and written communication skills
- Ability to work independently under general direction.
- Initiative-taking and attentive to detail
- Ability to multitask and learn new things fluidly.
- Strong time management skills and ability to meet deadlines in a fast-paced environment.
- Ability to maintain confidentiality and exhibit good judgment.
EDUCATION AND EXPERIENCE:- Bachelor's degree and/or 5-7 years progressive experience or equivalent combination of education and experience required.
- Experience as an executive assistant, board coordinator, legal secretary or legal assistant preferred.
Compensation for this position: The compensation for this role is between $59,708 - $70,918. The pay will depend on a variety of factors that may include but are not limited to experience, education, training, and certifications
Additional Information:
As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law. The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
Review of applications will begin immediately and continue until the position is filled.
The Research Foundation for the State University of New York is not an agency or instrumentality of the State of New York. Employees of the Research Foundation for the State University of New York are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. The Research Foundation for the State University of New York operates under a contract with The State University of New York and receives no directly appropriated state funding.
Application Instructions:
Applicants interested in applying MUST submit the following documents:
1. Resume/Cv
2. Cover Letter
After submitting your resume/CV, the subsequent pages enable you to upload your cover letter and additional documents.
Returning Applicants - Login to your RF SUNY Careers Account to review your application.
URL: The Research Foundation for SUNY
To apply, visit:https://rfsuny.interviewexchange.com/jobofferdetails.jsp?JOBID=187806 - Assignments of a complex and confidential nature; manage routine inquiries and correspondence, maintain office records, scanning, editing, and keeping files/documents up to date, scheduling appointments, maintaining calendars, planning event coordination, and monitoring the status of office activities.
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