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Job ID: 192510

Administrative Assistant 1
University at Buffalo, The State University of New York

Date Posted Aug. 19, 2022
Title Administrative Assistant 1
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department Department of Orthodontics
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Position Summary
The Department of Orthodontics seeks to fill a full-time Administrative Assistant 1 position to serve as the principal administrative support person to the Chairman and Graduate Program Director at the School of Dental Medicine.

The incumbent will have the following key duties:
Serve as the Assistant for Orthodontics Chair and Graduate Program Director
Serve as Office Manager for department
Provide Department HR administrative support with searches and reappointments and related tasks
Serve as a liaison between Chair and Graduate Program Director with postdoctoral students in the graduate program
Coordinate schedules for department faculty, staff and postdoctoral students including meetings for the Chair and Graduate Program Director
Place and reconcile supply orders for orthodontic clinic
Setup and monitor standing purchase orders
Monthly reconciliation of p-cards
Assist with orthodontic clinic front desk tasks when requested by Chair
Ensure faculty and staff remain in compliance with various School, University, and DOH requirements including continuing education, certification, and credentialing

Outstanding Benefits Package
Working at UB comes with benefits that exceed salary alone. There are personal rewards including comprehensive health and retirement plan options. We also focus on creating and sustaining a healthy mix of work, personal and academic pursuit – all in an effort to support your work-life effectiveness. Visit our benefits website to learn about our benefit packages.

About SDM
The School of Dental Medicine is committed to the University at Buffalo’s mission to promote diversity and a climate welcoming of a diverse faculty, staff and students and to foster and sustain a working and learning environment where each member of the community can succeed.

About The University at Buffalo
The University at Buffalo (UB) #ubuffalo is one of America’s leading public research universities and a flagship of the State University of New York system, recognized for our excellence and our impact. UB is a premier, research-intensive public university dedicated to academic excellence. Our research, creative activity and people positively impact the world. Like the city we call home, UB is distinguished by a culture of resilient optimism, resourceful thinking and pragmatic dreaming that enables us to reach others every day. Visit our website to learn more about the University at Buffalo.

The 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.
Departmental Operating Needs
Minimum Qualifications
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.

Keyboarding requirement: Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.


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
Strong administrative experience required
Ability to book hotels, travel, and manage expense accounts
Ability to use Microsoft Word, Excel, PowerPoint, Outlook, Outlook to schedule meetings, as well as Intellicred, ePTF, eReq, ShopBlue, UBBox, SLATE
Strong skills in managing purchases
Customer service skills necessary
Ability to perform independently with minimal supervision

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