Description

Location: Albany, NY Category: Research Foundation Careers Posted On: Fri Dec 5 2025 Job Description:

Description of Duties:
The Administrative Assistant provides critical support to the Research Foundation Human Resources department by facilitating efficient communication and ensuring accurate processing of essential documentation. This position is responsible for directing incoming calls to appropriate personnel, monitoring and distributing messages from the department's email inbox, and processing payroll forms through PeopleSoft as required. Additional responsibilities include maintaining organized records by printing and filing payroll and I-9 documents, managing mail distribution, and reviewing bi-weekly payroll detail control reports for accuracy. The role also encompasses coordinating departmental meetings and reservations, ordering office supplies, and maintaining content on the RF HR website. Beyond these core functions, the HR Administrative Assistant contributes to employee engagement initiatives and assists with special projects such as audits, archiving, and maintenance requests, supporting the overall effectiveness and compliance of HR operations.

Key Responsibilities:

• Receive and direct incoming calls to the appropriate contact
• Monitor and distribute emails from the RF HR inbox
• Log payroll forms in the tracking system and enter new appointments, changes, and terminations into PeopleSoft
• Reconcile entries between PeopleSoft and Oracle
• Maintain email inbox by purging outdated or irrelevant messages
• Print and file bi-weekly payroll documents and I-9 forms
• File miscellaneous documents and archive terminated employee files annually
• Pull files for audits as needed
• Review bi-weekly payroll detail control reports for accuracy
• Assist with employee engagement events, including preparing communications and providing day-of coordination
• Place and distribute office supply orders
• Maintain the RF HR website
• Distribute mail and place facilities maintenance requests
• Coordinate meetings and reserve rooms for the RF HR department

Job Requirements:

Minimum Requirements:

• High School diploma or equivalent required
• At least 3 years administrative office support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with office equipment and basic troubleshooting.
• Strong verbal and written communication skills.
• Ability to interact professionally with employees, faculty, and external stakeholders.
• Excellent time management and ability to prioritize tasks.
• Ability to handle confidential information with discretion.
• Customer service orientation and ability to work collaboratively in a team environment.

Preferred Qualifications

• Experience working in Higher Education or for a Non-profit Organization

Additional Information:

Salary Range: $40,000-$45,000 (DOE)

Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three-year period. Please refer to the following website for the complete Annual Security Report ("Clery Report"):http://police.albany.edu/ASR.shtml

As an Equal Opportunity/Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law.

The Research Foundation for The State University of New York offers exceptional benefits such as healthcare, dental, vision, pension plans, competitive pay, generous paid time off, tuition assistance, life insurance and long-term disability insurance. The University at Albany offers a variety of performing arts, world class libraries, and competitive sporting events.