Administrative Assistant 1, Physics (NY HELPS)
Position Information
Position Title: Administrative Assistant 1, Physics (NY HELPS)
Department: Physics
Posting Link: https://www.ubjobs.buffalo.edu/postings/58109
Job Type: Full-Time
Posting Detail Information
Position Summary
The
Department of Physics in the
College of Arts and Sciences at the University at Buffalo is seeking an
Administrative Assistant 1 that will provide Graduate Student support. This is a customer service oriented position and requires the incumbent to provide excellent customer service to the various populations with their main focus on the graduate student population. As the front-facing graduate administrative support in a sector you will be assigned to support one or more departments depending on need and support assignments may change over time.
The responsibilities will include the following, but not limited to:
- You will serve as administrative contact for graduate students throughout duration of their program of study to conferral.
- You will provide support to the Director of Graduate Studies (DGS) and the Department Administrator, with student management and coordinating the Graduate Programs for the department.
- You will process graduate applications for prospective students.
- You will update student information in the appropriate university system, degree audit, assist director with coordination of open house and other university or departmental functions, create course description booklets each semester advertising course offering.
- Create and manage offer letters and tuition remissions for Teaching Assistants according to College and University timetables, ensuring no adverse fiscal action against the department.
- Update and maintain Teaching Assistants assignments and stipends in departmental files. Notify Teaching Assistants of their assignments and maintain graduate student mailboxes.
- Provide general office support such as, answering phones, mailing, copying, scheduling and processing of necessary departmental paperwork.
Learn more:
University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.
Minimum Qualifications
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
Non-competitive (NY HELPS):
- high school diploma or high school equivalency diploma
- two years of experience in administrative support
- use of office software (e.g., email, word processing)
- provision of customer service
- business writing
- management of an office
OR
Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.
Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).
Administrative Assistant Trainee 1 Transfer Eligibility Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-6 or above).
Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 and successfully completed the four core administrative support courses.
Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship and successfully completed the four core administrative support courses and the four elective administrative support courses, as designated by the agency.
ALL APPLICANTS MUST MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS. ANY APPLICATIONS RECEIVED THAT DO NOT MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS WILL BE CONSIDERED UNQUALIFIED AND WILL BE DISCARDED.
A completed application is required for this position. If you receive a canvass letter, DO NOT APPLY for this position. You must apply to the web address provided on your canvass letter.
Preferred Qualifications
- Excellent oral and written communication skills.
- Demonstrated competence in Microsoft Office (creation/maintenance of spreadsheets and documents); i.e., Word, Excel, and databases.
- Attention to detail, accuracy, timeliness, and excellent customer service.
- Ability to establish and maintain effective working relationships with others.
- Ability to organize and maintain office files.
Physical Demands
Salary Range
$47,695
Special Instructions Summary
All application materials should be submitted via UB Jobs. Application materials submitted directly to the posting contact will not be acknowledged and cannot be considered.
Is a background check required for this posting?
Yes
Contact Information
Contact's Name: Nicole Hayden
Contact's Pronouns: she/her/hers
Contact's Title: HR Officer for Staff Affairs
Contact's Email: nhayden@buffalo.edu
Contact's Phone: 716-645-0729
Posting Dates
Posted: 07/18/2025
Deadline for Applicants: 07/30/2025
Date to be filled: 08/14/2025
