Administrative Assistant, Department of Life Sciences

Responsibilities

The Administrative Assistant provides operational and logistical support to the Department of Life Sciences Chair and faculty, including scheduling, record management, and departmental communications. They also serve as the primary point of contact for students and partners while assisting with academic program assessment and event coordination.

Requirements

Candidates must have a high school diploma or GED, with an associate degree preferred, and at least two years of administrative experience. Proficiency in Microsoft Office and learning management systems like Canvas is required, along with strong organizational and communication skills.

Skills

• Administrative support
• Scheduling
• Record management
• Communication
• Customer service
• Budget monitoring
• Purchasing
• Event coordination
• Microsoft Office
• Canvas
• Adobe
• Time management
• Organizational skills
• Data entry
• Academic support

Benefits

• Medical
• Dental
• Vision
• Life insurance
• Disability programs
• Tuition assistance
• Retirement plan
• Paid holidays
• Paid sick time
• Paid vacation time
• Wellness rewards
• Gym access
• Parking
• Identity theft protection

About this role

Position Summary:

The Department of Life Sciences seeks a highly organized, detail-oriented Administrative Assistant to provide administrative, operational, and logistical support to the department’s Chair, faculty, and academic programs. This position serves as a key resource for faculty, students, and campus partners while helping ensure the smooth day-to-day operation of the department. The Administrative Assistant will report to the Chair, Department of Life Sciences. 

Major Duties & Responsibilities:

* Provide administrative support to the Chair and faculty, including scheduling meetings, preparing correspondence, managing records, and coordinating departmental communications.
* Serve as the department's primary point of contact for visitors, students, faculty, and campus partners.
* Coordinate faculty support activities, including Canvas course setup, student evaluations, exam logistics, grade submission support, and syllabus archiving.
* Assist with faculty recruitment, onboarding, interview scheduling, and candidate visits.
* Process purchasing requests, monitor departmental budgets, prepare financial paperwork, and assist with travel reimbursement processes.
* Support academic program assessment and accreditation activities by organizing documentation, maintaining records, coordinating meetings, and assisting with reports and site visits.
* Support the Pre-Health Advising help desk by managing student inquiries, routing requests, and assisting with advising-related communications and recordkeeping.
* Coordinate departmental events, seminars, and special projects as assigned.

Knowledge, Skills and Abilities:

* Excellent organizational and time-management skills with the ability to prioritize multiple tasks and meet deadlines in a fast-paced academic environment.
* Strong written and verbal communication skills, with the ability to interact professionally and effectively with students, faculty, staff, and external stakeholders.
* Demonstrated customer service skills and a commitment to providing responsive, student-centered support.
* Demonstrated ability to work independently and confidentially with little direction and exercise sound judgment when handling sensitive information.
* Ability to observe schedules and meet assignment deadlines.
* Able and willing to proactively identify and pursue relevant learning and professional development opportunities, and apply new knowledge, insights, and skills to enhance work results.
* Proficiency in Microsoft Office (including Word, Excel, Outlook, and Access), Adobe and Internet searches. Proficiency in Canvas.
* Working knowledge of modern office practices, procedures, and equipment.

Education and Experience: 

* High school diploma or GED required; Associate degree preferred.
* Minimum of two years of administrative experience, preferably in higher education or an academic setting.
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn and use institutional software systems, including learning management systems (e.g., Canvas) and student information systems.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk, climb, or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. 

Work Environment:

While performing the duties of this job, the employee is not substantially exposed to adverse environmental conditions.

Additional Information: 

This hybrid position is based in Albany, NY. This role is required to be on-site at least 4 days per week. All remote work must be performed in a state in which the College is registered to do business which includes New York, New Jersey, Massachusetts, Maine, Maryland, Florida, Texas, Idaho, Wisconsin, and California. Standard work hours are from 8:30 AM – 4:30 PM EST, Monday through Friday. Additional details pertaining to this position will be discussed during the interview process.

Benefits:

Albany College of Pharmacy and Health Sciences (ACPHS) offers a comprehensive benefits package for full-time employees including medical, dental and vision benefits, free life insurance and disability programs, tuition assistance programs, retirement plan with employer match and contribution, and generous time off including 20 paid holidays plus paid sick and vacation time. Additional perks include wellness rewards, free gym access, free parking, identity theft protection and many others. Please note, benefits and benefits eligibility can vary by position, and exclusions may apply for some roles.

ACPHS is an Equal Opportunity Employer and does not discriminate against any protected class of job applicant or employee in our hiring and employment practices.