Program Manager and Special Assistant for the Office of the Provost

Location: Albany, NY • Full-time • Professional Positions

About the role

This position supports the Executive Vice Chancellor (EVC) for Academic Affairs and Provost, State University of New York (SUNY) System and President, SUNY Research Foundation (RF), as well as the EVC's executive leadership team. Reporting to the Chief of Staff.

Responsibilities

• Serve as the principal executive support to the Executive Vice Chancellor, ensuring the effective daily operation of the Office of the Provost.
• Manage a highly complex executive calendar, exercising independent judgment to prioritize competing demands, coordinate meetings, and anticipate scheduling conflicts.
• Serve as the primary point of contact and gatekeeper for the Executive Vice Chancellor, managing communications and ensuring timely responses to internal and external stakeholders.
• Coordinate the preparation of daily briefings, meeting materials, presentations, talking points, and background information for executive meetings, conferences, and public engagements.
• Draft, edit, proofread, and coordinate executive correspondence, reports, presentations, speeches, and other communications on behalf of the Executive Vice Chancellor.
• Track executive action items, commitments, and strategic priorities, ensuring timely follow-up and completion.

Executive Coordination

• Coordinate meetings with the Chancellor's Executive Leadership Team, Board of Trustees Office, SUNY campuses, the Research Foundation, state and federal agencies, industry partners, and external organizations.
• Plan and coordinate executive travel, including itineraries, logistics, travel authorizations, expense reconciliation, and supporting documentation.
• Organize and support Board of Trustees committee meetings, advisory groups, and executive leadership meetings by preparing agendas, presentation materials, minutes, and follow-up documentation.
• Serve as liaison among the Provosts Office, ORIED, Academic Affairs, System Administration offices, the Research Foundation, and campus leadership to facilitate communication and execution of strategic initiatives.

Administrative Operations & Training Program

• Oversee office administrative operations, including procurement, purchasing, records management, inventory, telecommunications, technology coordination, and office procedures.
• Coordinate budget tracking, invoice processing, travel reimbursements, purchasing card reconciliation, and other administrative functions in accordance with SUNY and Research Foundation policies.
• Assist in the preparation of budget projections, reports, data analyses, and executive presentations supporting academic and research initiatives.
• Maintain confidential personnel, financial, legal, and executive records while exercising sound judgment and discretion.
• Coordinate required and professional development training sessions within the Provosts Office.

Stakeholder Relations

• Respond to inquiries from System Administration leadership, campus executives, Board members, government officials, industry partners, and the public with professionalism and discretion.
• Welcome and coordinate visits by external stakeholders, ensuring appropriate logistics and executive support.
• Perform other duties as assigned.

Requirements

• Bachelor's degree in Business Administration, Public Administration, Communications, Higher Education Administration, or a related field.
• Five years of progressively responsible experience supporting a senior executive in higher education, government, nonprofit, or corporate administration.
• Demonstrated experience managing executive calendars, preparing executive communications, coordinating complex meetings, and supporting senior leadership.
• Strong project management, organizational, and analytical skills.
• Exceptional written and verbal communication skills.
• Ability to exercise sound judgment, maintain confidentiality, and manage multiple competing priorities.
• Proficiency with Microsoft Office Suite, collaboration platforms, and project management tools.

Pay

The salary range for this position is $70,000 - $80,000 annually. Individual starting salaries are determined based on relevant experience, skills, qualifications, and internal equity. Starting salaries generally fall near the entry to midpoint of the range.

Benefits

• NYS health insurance, free dental and vision coverage.
• Competitive retirement options, including a fully funded pension plan or a self-driven defined contribution plan, plus two supplemental savings plans.
• Tuition assistance and parental leave at full pay.
• Generous paid time off: 13 paid holidays, 21 vacation days, and 21 sick days accrued annually.
• Flexible working arrangements, including hybrid schedules.