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Asset and Scheduling Assistant (18 month)

University at Albany   Albany, NY   Full-time     Information Services / Technology (IT)
Posted on April 23, 2024
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Asset and Scheduling Assistant (18 month)

About University at Albany:
Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of approximately 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

Job Description:
Information Technology Services (ITS) at the University at Albany seeks applicants for an Asset and Scheduling Assistant to support a campus-wide project to replace all non-Windows 11 compatible computers by Fall 2025. This is a large project with a tight timeline. Faculty, staff, conference room, classroom, and research lab computers will be replaced.

The successful candidate will work both independently and collaboratively as a member of the project team to schedule appointments and rooms, track the availability, procurement, and receipt of computer/hardware assets; generate, edit and manage required reports; and update the asset inventory ensuring its integrity and authority for ongoing use beyond the project. They will have latitude and authority for independent decision-making and have authority to work with faculty, staff and department representatives directly and on behalf of the project. Requires knowledge of different tools/applications and how the data in each is used and related, including O365 applications (Teams, Outlook, Excel, Access, etc.), Smartsheet, and a ticket management application.

The project team members consist of the project manager, the Desktop and Mobile Computing service owner, the Field Support Group Deployment Group supervisor, and the ITS Central Business office, among others. A high degree of integrity in communications to the project team, faculty, staff and department representatives is required, including developing effective communications, and responding with regular and follow up communications to ensure the project needs and expectations are communicated to faculty, staff, and department representatives and their needs are communicated back to the project team.

All work must proceed efficiently and effectively. The work requires a high level of attention to detail and accuracy, ability to follow pre-defined processes and workflows accurately and the ability to work independently, and to make appropriate decisions, as part of a project team. While focus is on following established processes and workflows, they should also be prepared to identify, recommend, or implement continuous improvements to improve efficiency.

They must be able to complete work within scheduled time constraints and maintain a personal working schedule that allows work and daily responsibilities to be completed as scheduled. The successful candidate must have excellent customer service and communication skills, time management and work skills and the ability to work effectively under time constraints and difficult circumstances.

This position reports to the Manager, Desktop and Mobile Computing services, but will also work closely with and respond to questions and direct the work of other members of the project team.

Primary Responsibilities:
Ensure work proceeds without interruption, efficiently and effectively:

  • Oversee, schedule, update and monitor required appointments and reservations for computer deployments to faculty, staff, classrooms, and conference rooms.
  • Develop, maintain, and revise, as needed, an effective communications strategy to department contacts, their faculty and staff, ITS managers and supervisors to ensure appointments and deployments proceed efficiently and without disruptions.
  • Create and maintain accurate records of machine deployments in keeping with on-going expectations for the ITS asset inventory, using appropriate tools and communication methods.
  • Oversee, update, and manage all required reports, ensure accurate data is captured, updated, and confirmed through the entire decision-making and deployment processes.
  • Track the availability, procurement, and receipt of computer/hardware assets, and update the ITS asset inventory and anticipate and communicate to the manager, the status of needed inventory in a timely manner to ensure work can proceed without interruption.
  • Ability to work with different tools/applications, including O365 applications (Teams, Outlook, Excel, Access, etc.); Smartsheet, and a ticket management application.
  • Make independent decisions and recommendations in alignment with project strategy and outcomes.
  • Assist Service Owner with documenting decisions and ensuring compliance with larger ITS asset inventory expectations to ensure ongoing data integrity.

Additional Responsibilities:

  • Be available to provide scheduled support and consultation outside normal business hours, including occasional evenings, holidays, or weekends, within reasonable professional obligation and expectation.

Minimum Qualifications:

  • Bachelor's degree from a college or university accredited by a U.S. Department of Education (DOE) or by an internationally recognized accrediting organization or an associate degree and two years of full-time experience working asset or inventory management and data management.
  • One year professional experience in a related field, such as inventory management, data entry, or scheduling.
  • Experience creating, overseeing, and implementing an effective communications strategy to customers and decision makers.
  • Experience with data management and ensuring data integrity across multiple tools/applications.
  • Proficiency in O365 applications (i.e., Microsoft Office).
  • Demonstrated ability to be self-motivated, to manage multiple priorities and tasks, and to work independently and within a team structure.
  • Excellent communication and interpersonal skills including the ability to build solid working relationships with individuals of diverse responsibilities and professional backgrounds.
  • Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
  • Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging, relative to their role.

Preferred Qualifications:

  • 2-3 years experience working with inventory management processes requiring a high level of accuracy and attention to detail.
  • Experience updating and maintaining Access databases.
  • Experience working with Smartsheet.

Additional Information:
Professional Rank and Salary Range: Senior Staff Assistant, SL3; $60,000-65,000.

Special Notes: This position has the potential for telecommuting up to 50%. Visa sponsorship is not available for this position.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish, and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.


Please apply online via https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=174768

Application Instructions:
Applicants MUST submit the following documents:

  • Resume/CV
  • Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
  • Contact information for three professional references

Note: After submitting your resume/CV, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

Closing date for receipt of applications: This position will remain open until it is filled.