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Job ID: 137104

Department Administrator
University at Buffalo, The State University of New York

Date Posted Jan. 28, 2020
Title Department Administrator
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department Epidemiology and Environmental Health
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Grant Writer/Technical Writer
    Finance/Investment Management

Position Summary
The Department of Epidemiology and Environmental Health (EEH) seeks a Department Administrator to join the departmental administrative team.

The Department Administrator will focus primarily on administration of grants and contracts awarded to faculty in the Department of Epidemiology and Environmental Health (EEH). The position will work closely with EEH investigators providing support for human resources, finances, and other award-related administration. The position will also collaborate with the EEH administrative team on a number of tasks including departmental matters related to finances and HR. We pursue a self-directed professional, able to navigate sponsors’ and university’s policies and procedures.

Examples of the work responsibilities include, but are not limited to:

  • Administrative processes related to grants and awards held by EEH faculty. Such responsibilities include monitoring budgets and expenditures, providing PIs with account balances and budget projections. Assisting with annual reporting requirements. Procurement and processing of reimbursement requests. Reconciliation of RF accounts.
  • Administrative processing related to the recruitment and hiring for all EEH Research Foundation (RF) positions and fellowships. Processing of job postings, new appointments, changes in appointments, reappointments, and terminations. Monitoring appointments with respect to operative dates and communicating with PIs regarding upcoming end dates. Processing immigration filings for Research Foundation staff.
  • Monitoring set-up of new awards and subcontracts. Reviewing award terms and conditions and providing guidance and oversight for investigators, ensuring compliance. Serving as a liaison between investigators and UB Sponsored Project Services (SPS). Assisting with the administration of RF tuition scholarships and fees.
  • Assisting EEH administrators on departmental finances and procedures related to personnel administration including appointments, tracking of personnel, finance monitoring and reconciliation.

This position requires strong professional judgement and independent resourcefulness, ability to accurately handle time-sensitive matters that require concise problem-solving and confidentiality. The Department Administrator must be flexible and able to simultaneously respond to competing demands, and make decisions regarding priority, with minimal supervision. This position will require on-the-job learning and new skills development pertinent to new departmental initiatives and changes in UB and sponsor policies and other related regulations.

We are searching for candidates with skills working in a diverse community of students, faculty and staff and who share our vision of collaborating to impact the health of our communities locally, regionally and globally.

EEH has a long and outstanding record of research, teaching and service in public health, celebrating its 100th anniversary in 2019. The department has research in epidemiology, health services administration and environmental health and teaches students at the undergraduate and graduate levels (MPH, MS and PhD). The EEH administrative team is an outstanding group of dedicated professionals. For more information about EEH see:…

The University at Buffalo is a premier, research-intensive public university dedicated to academic excellence. It is the flagship and the largest and most comprehensive campus in the 64-campus State University of New York system. With 27,000 students, the University at Buffalo is a Carnegie Class I research university and a member of the Association of American Universities (AAU). The university offers 83 Ph.D. and 190 master’s degree programs, and has outstanding supercomputing, library, and research facilities, including numerous interdisciplinary centers and institutes for faculty collaboration. The University at Buffalo has three campuses: UB South campus, UB Downtown campus, and UB North Campus.

The UB South Campus, home to the School of Public Health and Health Professions, is located in the University Heights neighborhood with coffee shops, eateries, bookstores, and a full array of commercial outlets and services. The campus is highly accessible, situated on a subway and other transit lines. For additional information about the University at Buffalo and the community, see

Benefits provided at UB are exceptional, with comprehensive health insurance, leave and retirement options.

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
Bachelor’s degree. Demonstrated general skills to include: adaptable, organized, proactive, excellent judgment, quantitative ability. Strong technology skills to include effective utilization of Microsoft Office (Word, Excel, PowerPoint and Outlook) and efficient file sharing techniques. Additional skills in tracking of finances and spreadsheets, and in communication (listening, written, and oral), customer service, problem-solving, and effectively performing as part of a team.

Preferred Qualifications
Master’s degree with experience in a similar professional role providing administrative support in an academic, healthcare, or similar institution. Experience in finance in higher education, other higher education administration, sponsored projects administration. Familiarity with Research Foundation procedures and systems. Knowledge of UB administrative policies and management systems including: RF Report Center, SIRI, UB Jobs, Concur, ShopBlue, travel, UBBox. Ability to work across the levels of the university.

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