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Job ID: 182167

Staff Assistant, Medicine
University at Buffalo, The State University of New York

Date Posted Mar. 22, 2022
Title Staff Assistant, Medicine
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department Medicine
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Human Resources
    Administrative Support/Services

Position Summary
Manage the faculty promotion process for all tenured, non-tenured, and volunteer appointments Including: Establish and organize agendas and take minutes for both Qualified Promotions Committee and Professors of Medicine Committee; maintain organized documentation regarding the status of each proposed promotion from initial request to preparation and delivery of full dossier to the School of Medicine; initiate briefing sessions with the Chair to review the status of each case, identify potential problems, and action required.

Assist Vice Chair of Faculty Development with organization and tracking of faculty progress toward promotion and tenure, including annual faculty reviews in consultation with the respective division chiefs. Assist Vice Chair of Faculty Development with programs and initiatives for faculty development, which would include monitoring of the Royal College of Physicians program for education and assisting with the organization of a seminar series to develop research skills. Report generation from My-Eval system for faculty teaching evaluations.

Coordinate annual faculty reappointment process for salaried, unsalaried, and volunteer faculty Including: Collect and organize current Curriculum Vitaes from approximately 150 active faculty members and 350 volunteer members; compose and update Chair’s letter to Dean (School of Medicine); obtain updated visa documents; finalize ePTF submission with appropriate supporting documentation. Update appointment changes to department database system to ensure data is kept current.

Organize new hire appointment process for salaried and unsalaried faculty Including: Track each step of the process from initial contract to return of payroll appointment forms; ensure timely submission of ePTF with appropriate supporting documents. Appointment data entry in the department database system and ensure data is kept current.

General support for annual reports (faculty time & effort, state tenure); serve as the Department Custodian for records retention (HR) Critical to this position is a working knowledge of University and department policy and procedure for faculty appointments, reappointments, and promotion. The ability to use University systems, websites, and software applications (i.e., excel and word) to design forms and reports that will assist with completing the job duties and responsibilities is key. Communication skills, verbal and written, must be at a level to support the mission of a department that is multi-faceted academically and physically located at multiple sites. As a member of the Chair’s office organization, attention to detail, adherence to deadlines, and diplomacy are required.

Minimum Qualifications
Bachelor’s degree
1 Years of Experience
Experience will be considered in lieu of education
Effective interpersonal, oral, and written communication skills
Excellent computer skills, including Word, Excel and Outlook in a Microsoft Windows environment
Impeccable attention to detail
Able to coalesce, analyze and assimilate data
Able to exhibit a high level of confidentiality
Excellent organizational skills
Able to determine and balance work priorities and meet competing deadlines
Able to work both independently and collaboratively

Preferred Qualifications
Completion of a Human Resources undergraduate internship
Bachelor’s Degree in Human Resources or other related fields
3-5 years of experience working in human resources, operations, or office administration
UB business systems experience
Proficiency with Microsoft Office Suite specifically advanced knowledge of Outlook, Word, and Excel including experience creating and maintaining spreadsheets and related formulas.
Strong verbal, written, and interpersonal communication skills. Ability to communicate clearly and respectfully with diverse populations.
Must be able to work independently and exhibit good judgment.
Must be able to effectively prioritize workload while ensuring multiple simultaneous projects are completed within expected deadlines.

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