Administrative Operations Specialist

About the role

The Foundation Office is seeking a highly organized and proactive administrative professional to provide senior-level support to the Vice President and oversee daily operations within the Foundation Office.

Responsibilities

• Coordinate all logistics for Albany Medical Center Foundation Board meetings, including OnBoard setup, room and catering arrangements, member communications, scheduling, agenda drafting, minutes, and supporting materials.
• Oversee daily administrative operations of the Foundation Office, providing guidance, training, and support to administrative coordinators; convene regular team meetings.
• Lead Foundation budget processes, including coordinating program budgets, ordering office supplies, and tracking/preparing VP expenses.
• Proactively manage the VP's calendar, scheduling complex internal and external meetings and exercising judgment in prioritizing commitments.
• Cook up meeting logistics (rooms, AV, attendees) and prepare the VP with handouts, presentations, and reports as needed.
• Maintain VP's prospect activity in Raiser's Edge to support cultivation and solicitation efforts.
• Prepare board and committee meeting materials for the VP; attend leadership meetings and distribute action items.
• Cook up VP travel and conference arrangements.
• Manage office facilities issues and coordinate office moves with the AMHS Relocation Team.
• Support hiring managers with HR functions, including onboarding of Foundation staff.
• Prepare and review payroll and Kronos entries.

Qualifications

• Education: Bachelor's Degree required
• Experience: 5–7 years of office or related administrative experience preferred
• Skills & Competencies: Strong computer/PC skills and working knowledge of business applications, Excellent attention to detail and sound decision-making judgment, Strong organizational and time-management skills, Ability to manage high workload volume with flexibility and adaptability, Excellent written and verbal customer service skills, Ability to work effectively with a diverse population, Comfortable working both independently and as part of a team, Strong problem-solving skills with the ability to escalate issues appropriately, Strong work ethic