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Job ID: 206832

Administrative Assistant, Department of Obstetrics & Gynecology
University at Buffalo, The State University of New York

Date Posted Mar. 7, 2023
Title Administrative Assistant, Department of Obstetrics & Gynecology
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department Obstetrics & Gynecology
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services
The University at Buffalo Department of Obstetrics and Gynecology is seeking a dynamic, driven, and detail-oriented individual to fill a crucial role in the department as Administrative Assistant. This position requires an individual who will take initiative, maintain confidentiality, and be diplomatic, collaborative, and flexible at all times. The Administrative Assistant must be a self-directed professional, able to understand the Department priorities, University policies and procedures, and institutional/stakeholder cultures. The individual will work closely with both the Chair and Assistant to the Chair (ATC) to maximize the effectiveness and efficiency of department responsibilities.

In this role, the Administrative Assistant will perform a variety of tasks, including:

Administrative & Project/Operations Management (70%)
  • Working collaboratively with the ATC and other department staff to implement the 4 core pillars of UB OBGYN: clinical, administrative, research, and education
  • Facilitating relationships and communications with external stakeholders including Kaleida Health
  • Tracking faculty onboarding and renewal, training, licensing, and other requirements to maintain full licensure, credentialing, and maintenance of certification
  • Assisting the ATC with faculty appointment and promotion paperwork/processes, including preparation of letters, CVs, portfolios, and annual reviews
  • Aiding in the coordination of research-related applications and processes
  • Organizing and maintaining office inventory, stationery, and consumable supplies
  • Collaborating with the ATC on various administrative tasks and projects to support faculty, staff, and students

Communication and Calendar Management (30%)
  • Overseeing the department’s main phone lines, directing calls, and taking messages as appropriate
  • Assisting with development and maintenance of department calendars, including clinical schedules
  • Assisting faculty other than chair with scheduling of meetings, calendars, and other administrative support
  • Handling and distributing departmental mail, including managing all package shipping needs
  • Scheduling meetings and taking minutes for departmental faculty and, as requested, for the ATC

The Administrative Assistant position requires strong professional judgement and independent resourcefulness, while handling multiple time-sensitive projects that require concise problem-solving. The Administrative Assistant must be a self-motivated professional who is able to work both independently and as part of a team. This position will require on-the-job learning pertinent to new departmental initiatives and changes in UB policies and other, related regulations. A successful candidate will have the ability to communicate clearly and respectfully with diverse populations.

Salary Range: $40,000 - $45,000

Outstanding Benefits Package
Working at UBF 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 UBF benefits website to learn about our benefit packages.

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.

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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