Administrative Assistant (On-site)

We are seeking a highly organized and detail-oriented Administrative Assistant to support a fast-paced division environment. This role will provide administrative support to leadership and staff, manage records and communications, coordinate meetings, and assist with multiple operational projects. The ideal candidate will be dependable, motivated, adaptable, and comfortable working both independently and collaboratively.

• Provide administrative support to division leadership and staff
• Manage and oversee file management processes including retention, archival coordination, and document organization
• Ensure compliance with file retention and confidentiality requirements
• Digitize and maintain electronic records and filing systems as needed
• Schedule meetings with internal and external stakeholders and manage calendars to avoid scheduling conflicts
• Organize and analyze incoming communications, reports, and files
• Manage communication deadlines and prepare materials for leadership review
• Run reports from various systems and databases
• Complete required forms and administrative documentation
• Assist with division projects including office space management and consolidation efforts
• Maintain accurate paper and electronic filing systems
• Support daily office operations in a fast-paced environment with changing priorities

Qualifications

• Minimum of 3 years of experience working with SharePoint, networks, shared drives, or servers
• Strong working knowledge of Microsoft Office 365 including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint
• Strong organizational, multitasking, and time-management skills
• Ability to work independently and contribute effectively within a team environment
• Ability to maintain confidentiality with sensitive information and materials
• Strong attention to detail and ability to audit work for consistency, completeness, and accuracy
• Comfortable communicating professionally by phone and email
• Experience developing organized electronic and paper filing structures
• Familiarity working with electronic databases and records systems

Preferred Qualifications

• Experience providing executive-level administrative support in a government or healthcare environment
• Experience coordinating meetings, calendars, and travel logistics across multiple stakeholders
• Experience preparing correspondence, reports, and other written materials
• Experience managing electronic communications and document workflows
• Experience with data entry and maintaining both paper and electronic filing systems

Benefits:

• Health Insurance
• Sick Time
• 401k

Location: 875 Central Avenue, Albany NY 12206  
Duration: Approximately 2 years
Apply by deadline: 5/21/2026
Shift Days/Times: M-F, 8 hour shift

Pay Range: $18.00 - $20.00 per hour (Depending on experience and qualifications)

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, national origin, age, veteran status, disability, or any other protected class.