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Job ID: 128263

Secretary 1
University at Buffalo, The State University of New York


Date Posted Aug. 28, 2019
Title Secretary 1
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department Biological Sciences
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Classified Staff
  • Administrative Support/Services
 
 

The Department of Biological Sciences in the College of Arts and Sciences at the University at Buffalo is seeking a Secretary 1. The Secretary 1 plays an integral administrative role supporting the department with financial and personnel responsibilities. Critical administrative tasks include but are not limited to:

Department Support

  • Maintain inventory (including tracking of invoices) for 100+ lab coats.
  • Systems Administrator for 5th floor security card access.
  • Maintain and organize an up-to-date key system for the department
  • Graphic arts design and execution for advertising flyers for Biological Sciences Seminar Series
  • Responsibility for the Biological Sciences Seminar Series on UB Events Calendar, as well as any other departmental events that should be broadcast to the university.
  • Maintain and coordinate efforts for online paperless shared office filing system
  • Maintains/oversees multiple online room reservation calendars using Yahoo! Calendar, and Google Calendar.
  • Participate in staff meetings; suggest new or revised procedures for department tasks
  • Assist faculty and staff in obtaining support from such offices as University Facilities, CIT, Procurement Services, Human Resources, Travel Office, and Public Safety.
  • Organize/maintain/oversee office inventory of office supplies

Assistant to the Chair and Department Chair Support

  • Gather and organize information for ad hoc reports as requested; forward information to the Assistant to the Chair and/or Chairman
  • Department scheduler – gather and organize information required for the maintenance of the department’s course file each semester using the university’s student information system (HUB).
  • Review and update course offering records each semester
  • Assist department visitors, seminar speakers etc., working with them and faculty hosts to ensure proper travel/accommodations arrangements.
  • Collect supporting paperwork and prepare ePTFs for all volunteers and UBF appointments. This will increase to Staff and Faculty ePTFs in the future.

Financial Support

  • Departmental liaison for those who require assistance with Concur.
  • Reconcile campus mail invoices for outgoing department mail
  • Assist in preparation and creation of invoices for use of department resources (e.g., microscopes, spectrometers, poster preparation)
  • Process expense reimbursements and honoraria for seminar speakers and faculty candidates
  • Prepare and expedite purchase requisitions in eReq.
  • Organize/maintain State and UBF purchases and expenditures in computer files and spreadsheets and periodically prepare financial reports for the Assistant to the Chair
  • P-card purchases for State and UBF including end-of-month reconciliations

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.


 
Please reference AcademicKeys.com in your cover letter when
applying for or inquiring about this job announcement.
 
 

Contact Information

 
Please see the job description for contact details
pertaining to this university job announcement.

 

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