Department/Unit:

Development

Work Shift:

Day (United States of America)

Salary Range: $49,846.00 - $79,754.00

The Manager of Administrative Operations for the Foundation is an integral position for the Foundation Team at Albany Medical Center. The Manager of Administrative Operations will provide high-level administrative support for the Vice President, Development, and will organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency and safety. The Manager of Administrative Operations is also responsible for serving as a liaison and specialized project manager for Albany Medical Center Foundation leadership and streamlining administrative procedures, inventory control, office staff supervision and task delegation.

Energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoys the administrative challenges of supporting a complex, high-paced office.

Responsibilities:

• Coordinate all work related to the Albany Med Center Board Development Committee which involves managing volunteer relationships and communication, scheduling committee meetings, drafting agendas, distribution of minutes and supporting materials.

• Manage the administrative support staff team within the Foundation Office, working closely with them to ensure the continual flow of work and providing guidance and support on critical issues and responsibilities. Ensure that training opportunities are established for this group on a regular basis. Coordinate a bi-monthly meeting and prepare agendas and speakers.

• Serve as Office Manager for the Foundation, coordinate with admin coordinators on the program budgets; order all supplies; track and prepare expenses for the VP (including mileage, tolls, parking) ensuring that all expenses are processed in a timely manner; manage maintenance issues in the Foundation suite as needed; ensure mail is opened and distributed appropriately, delivering critical documents in a timely manner.

• Manage the Vice President’s (VP) calendar proactively, interacting with both internal and external executives and assistants, as well as constituents, to schedule a variety of complex meetings. Distinguish priorities and execute good judgement in accepting and moving meetings as appropriate. Schedule rooms, audio visual equipment and attendees for group meetings. Ensure that VP is appropriately prepared for each meeting, including preparing handouts, power point presentations and reports.

• Assist in maintaining VP’s prospect activity on Raiser’s Edge to assist the cultivation and solicitation process.

• Provide VP with preparation materials for all board and committee meetings in a timely manner; attend, participate i leadership meetings distributing action items to the group as appropriate.

• Oversee and prepare expense and cost center budgets for the Foundation.

• Manage human resources functions, including onboarding of Foundation staff and act as the liaison for the Foundation team to the HR Office.

• Manage information sharing as appropriate to ensure staff engaged in communications on behalf of Albany Medical Center have current, accurate information.

• Prepare and review payroll.

• Coordinate conference and/or travel arrangements as needed.

Minimum Qualifications:

• Associates Degree

• Preferred 5-7 years office or office related experience

• Working knowledge of computer-based applications and strong PC/ keyboard skills.

• Strong attention to detail and demonstrated ability to use sound judgment in decision making.

• Excellent organizational skills with demonstrated time management skills.

• Ability to handle high workload volume with many variables, demonstrating flexibility and adaptability.

• Excellent customer service skills (written and verbal.)

• The ability to work effectively and efficiently with a diverse population.

• Ability to work well independently as well as within a team unit.

• Ability to learn and utilize resources.

• Ability to review information and draw appropriate conclusions.

• Good judgement and ability to problem solve; escalate issues as needed.

• Strong work ethic.

Thank you for your interest in Albany Medical Center!

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.