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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.

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