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Job ID: 133992

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

Date Posted Nov. 25, 2019
Title Senior Staff Assistant
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department College of Arts and Sciences
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Senior Staff Assistant

Position Summary
The Center for Diversity Innovation in the College of Arts and Sciences at the University at Buffalo is seeking a Senior Staff Assistant who will provide high-level administrative support and confidential assistance to the Center Director. In this role, you will support the range of activities and programs initiated and led by the Director. You will be expected to work with care to ensure that Center events, activities, and initiatives are fully executed as requested.

Your responsibilities will include but not limited to:

  • Managing procurement, invoicing, reimbursement, and contracting consistent with applicable university policy and appropriate funding sources. May involve maintaining a Center procurement card and require documenting and reconciling the card on a monthly basis.

  • Assist in the development of Center budgets, manage grant submissions and activity, and prepare financial reports and analysis in support of Center operations. Interpret and navigate complex procedures, understand and communicate with Director regarding University, Research Foundation, UB Foundation, and State & SUNY guidelines, policies and procedures governing financial transactions including policies related to revenue-generating activities.
  • Coordinate campus visits and complex travel arrangements for guest speakers, scholar candidates, and the Center director, drawing on thorough understanding of applicable UB travel guidelines.
  • Assist with planning events, demonstrating knowledge of procedures for booking hotel guests, arranging catering, identifying and booking UB venues, coordinating technology, production and other technology needs, and facilities resources, and handling event planning tasks in manner that maximizes visibility and success of Center programming.
  • Coordinate demanding meeting schedule of Center director and committees involved in Center work, using appropriate tools for internal and external coordination of participants. Attend meetings, as required, recording and distributing minutes and tracking action items for follow-up.
  • Serve as a point of contact for internal and external constituents of the Center, handling and prioritizing contacts with cultural sensitivity and the highest standards of professionalism; draft and proofread Center communications as directed (e.g., website material, letters, emails, advertisements, newsletters, PowerPoint slides; social media communications).
  • Assist with survey creation for the Center’s work. Conduct research using online library databases and other sources, per Director’s instructions.

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 required.
  • Administrative support experience.
  • Superior written and oral communication skills (finalist candidates will be asked to furnish writing samples).
  • Must be proficient in Microsoft Excel for data entry, analysis, and producing graphics. Microsoft Word, Google Docs, and Microsoft PowerPoint to produce documents and presentations (finalist may be asked to provide proof of proficiency level).
  • Excellent organizational skills.
  • Ability to maintain confidentiality and respond with tact and diplomacy in all situations.
  • Must be able to manage competing priorities, demonstrate sound judgment, and display flexibility and initiative in a fast-paced environment.
  • Ability and commitment to behaving in a manner consistent with equitable treatment and a culture of full inclusion of all internal and external constituents regardless of their race or ethnicity, gender, gender expression, sexual orientation, religion, age, ability or disability, veteran status, national origin, primary language, and intersectional identities.
  • A commitment to supporting the Center’s diversity, equity and inclusion mission.

Preferred Qualifications

  • Knowledge of and skills using UB systems (Concur, SIRI, and Box)
  • Knowledge of and skills using Adobe Forms and MailChimp or Constant Contact helpful
  • Knowledge of UB policies and procedures

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