Administrative Assistant Continuing Education & Academic Affairs Position Available In New York, New York
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Job Description
Administrative Assistant – Continuing Education & Academic Affairs SUNY College of Optometry – 2.9 New York, NY Job Details Full-time $55,000 – $60,000 a year 11 hours ago Benefits Paid holidays Loan forgiveness Qualifications Microsoft PowerPoint Microsoft Word Microsoft Excel Social media management Mid-level Administrative experience Analysis skills Canva Bachelor’s degree FileMaker CompTIA Security+ Communication skills Time management Full Job Description The SUNY College of Optometry, Office of Academic Affairs, is seeking a highly motivated and personable Administrative Assistant to support the Office of Continuing Professional Education and other members of the Academic Affairs team. This role requires exceptional organizational skills, a professional and outgoing demeanor, and the ability to manage a broad range of tasks in a dynamic, public-facing environment. This position will support a variety of continuing education programs, meetings, and academic initiatives while also helping track and assess key program metrics. The successful candidate will demonstrate a high level of attention to detail, flexibility, and comfort in engaging with a diverse group of internal and external stakeholders. Responsibilities include, but are not limited to: Provide administrative support to the Office of Continuing Professional Education and Academic Affairs to ensure smooth office workflow and delivery of programs and services. Serve as a primary point of contact for the office, offering friendly, professional, and responsive communication to faculty, students, staff, and external partners. Manage calendars, coordinate meetings, and arrange travel for senior leadership. Assist with planning, organizing, and coordinating educational programs, including managing RSVPs, attendance tracking, venue logistics, and catering. Support the preparation and submission of documentation for continuing education course accreditation, ensuring compliance with national and state requirements. Liaise with accrediting bodies and program participants, providing timely updates and ensuring adherence to all standards. Prepare and distribute materials such as agendas, program packets, evaluations, and communications. Support data collection and reporting needs, including tracking attendance, feedback, and program outcomes to inform future planning. Coordinate with facilities, IT, and security to ensure comfortable and efficient program execution. Perform budget tracking, purchasing, and invoice processing with strong attention to accuracy and institutional procedures. Maintain program supplies, marketing materials, and office inventory. Collaborate with other departments and administrative staff to ensure clear communication and seamless support across offices. Provide occasional support to academic units, the Center for Teaching and Learning, and the Office of the President as needed. Assist with student exam proctoring and supervise work-study students supporting various educational programs and activities. Manage and maintain accurate records and databases related to academic and continuing education programs. Perform general clerical duties such as filing, photocopying, and data entry. Other duties as assigned.
Qualifications:
Bachelor’s degree or equivalent combination of education and relevant experience Ability to work occasional evenings and weekends Proficiency in Microsoft 365 Office Suite (Word, Excel, PowerPoint, Outlook) Demonstrated ability to work with data for basic reporting, tracking, and analysis Prior administrative experience in higher education is preferred Familiarity with platforms such as Canva, Cvent, Eventbrite, and FileMaker is desirable Social media experience is a plus
Key Competencies:
Outgoing and professional communication style with a strong sense of hospitality and customer service High level of discretion and ability to maintain confidentiality Ability to anticipate needs, solve problems, and proactively address issues Strong written and verbal communication skills Ability to balance independent work with collaboration across teams Excellent organizational and time management abilities Comfortable interacting with professionals at all levels and the general public
Compensation:
Salary range is $55,000 to $60,000 and there is also a generous benefit package. 15 days of annual leave to start and 13 paid holidays per year. We are a qualifying employer in the federal Public Service Loan Forgiveness (PSLF) Program. View our Benefits at Glance . Click here to apply on the College’s website: https://sunyopt.peopleadmin.com/postings/2321 The State University of New York College of Optometry is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or retaliation. To view the College’s Annual Security Report, visit https://sunyopt.edu/?s=annual+security+report
About SUNY College of Optometry:
The State University of New York College of Optometry advances visual health and patient care through leadership in education, research and service. More than a half century ago a group of dedicated optometrists and benefactors came together to create an institution that would support optometric education, vision science research and extend quality vision care to all New Yorkers and the surrounding community. The State University of New York College of Optometry evolved from this mission. Since we opened our doors to our first class of students in 1971, the College has grown to become one of the leading optometric education and vision research centers in the world. The College houses the University Eye Center — one of the largest outpatient vision care clinics in the country—and engages in cutting edge research that is helping to shape the future of optometric care.