Position Information

NY HELPNo

AgencySUNY System Administration

TitleOffice Manager

Occupational CategoryNo Preference

Salary GradeNS

Bargaining UnitPSNU - Professional Services Negotiating Unit (UUP)

Salary RangeFrom $54000 to $60000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 40

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address 353 Broadway

City Albany

StateNY

Zip Code12246

Job Specifics

Duties Description This position will be primarily responsible for administrative functions for both the System-wide Procurement and Contracting office as well as Business Operations.

University-wide Procurement and Contracting duties and responsibilities:

- Maintain office calendar for Associate Vice Chancellor
- Responsible for maintaining standardized management reports for all open procurements
- Maintain Project Sunlight database
- Assist with Research Foundation payment requests and inquiries
- Organize logistics and campus outreach for training sessions
- Assist with vendor outreach and compliance submissions
- Facilitate travel arrangements and compilation of expense reports
- Support System-wide Procurement staff with eProcurement departmental Intake Forms
- Maintain office budget in consultation with Associate Vice Chancellor

Business Office duties and responsibilities:

- Permits - gather proper documentation for use of space permits and distribute once completed and approved
- P-Card - Hold the office P-card along with processing orders within Jaggaer and reconciling P-Card statements
- Net Card - Process travel requests in situations where the department has not yet received their card
- Sub W-9's - Complete forms and monitor status until complete in SFS for new vendors so payments can be processed
- Mail - Collect and disburse mail to appropriate areas
- Check log - Complete log for any/all checks received in the mail disbursing to the appropriate parties (mail to campuses for A-route checks as needed or to the safe for Business Office checks)
- Fed Ex Account holder - Manage Fed Ex Account on behalf of the Business Office
- ATTAIN/OCFS letters - Process quarterly / bi-annual letters for signature and distribution
- Chart of Accounts - Maintain a list of active accounts with approvers and signatories

Supplies
- Process purchases through Jaggaer for the building as needed
- Inventory - Monitor inventory levels for building office supplies ordering as needed and disbursing items to employees when requested.
- Records Retention - Maintain binder of all Business Office transfer lists for records that go to the warehouse
- U-wide Program Description updates - reach out to programs each year to get an updated description of the program. The final document gets sent to campuses.
- Other Accounts Receivable duties as assigned

Minimum Qualifications Minimum Qualifications:

- Associates Degree
- Specialized knowledge in MS Excel, Word, and PowerPoint
- Proficient in creating charts, graphs, and other visual aids

Additional Information:

- Must be currently authorized to work in the United States on a full-time basis.
- VISA sponsorship is NOT available for this position.
- Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $54,000-$60,000 annually.
- State Title: Staff Assistant (SL-2) and is part of the United University Professions Union.
-This position will be based in Albany, NY.

Additional Comments - Excellent Benefit Package which includes: NYS health insurance, free dental and vision coverage, competitive retirement options, tuition assistance, parental leave at full pay, and generous vacation, sick, and holiday time. Generous amount of time off: 13 days of paid holidays per year; 15 days of vacation and 15 days of sick time accrued for the first year of employment. Then increases thereafter. Please see our UUP benefits summary for additional information: https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/UUP-FT-Benefits-at-a-Glance-Jan-2025.pdf

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Human Resources

Telephone

Fax

Email Address hr@sysadm.suny.edu

Address

Street 353 Broadway

City Albany

State NY

Zip Code 12246

 

Notes on ApplyingPlease apply at the following link:http://sunysystem.interviewexchange.com/jobofferdetails.jsp?JOBID=194224