Administrative Assistant, Institute for Lasers Photonics and Biophotonics

Position Summary

The Institute for Lasers Photonics and Biophotonics ( ILPB ) and its constituent units guide and support the university’s research enterprise as well as its economic development and entrepreneurial activities. The Administrative Assistant provides administrative support to senior leadership in ILPB, with primary support provided to the Executive Director. The incumbent is responsible for maintaining the calendars of the Executive Director, making travel arrangements and reimbursements, providing support for meetings, and general administrative duties, as assigned. In addition, the position is responsible for editing documents and presentations, and managing special projects. This position will work closely with the ILPB’s executive officer, coordinating operations and providing back-up support as needed.

Primary Duties and Responsibilities include, but are not limited to:
• Maintaining calendars for the Executive Director.
• Handling travel and meeting arrangements.
• Editing documents, including Annual Progress reports for SUNY and UB, and PowerPoint presentations, and assisting in ILPB communication efforts.
• Assisting with managing projects and events.
• Purchasing and processing financial transactions.
• Interacting with students and act as a liaison with the Executive Director.

The Administrative Assistant must be eager to learn, detail-oriented and comfortable handling multiple assignments for various staff members in a fast-paced environment. He or she must be flexible, have strong communication and interpersonal skills, and be comfortable working as part of a team. The ability to switch between projects and adapt to changing priorities is critical, since the incumbent will be working with multiple staff members on potentially competing projects and deadlines.

The Administrative Assistant will interact with faculty, business professionals and community leaders as well as their administrative professionals on a daily basis, requiring discretion and tact. Knowledge of business protocol is essential, while experience with university practices and policies also is beneficial.

About UB
The University at Buffalo is SUNY’s most comprehensive public research university, and an outstanding place to work. UB amplifies ambition for faculty and staff by offering endless possibilities to achieve more. Here, people from all backgrounds and cultures challenge and inspire each other to discover, learn and succeed. Dedicated staff and engaged faculty collaborate to further knowledge and understanding, and develop tenacious graduates who are valued for their talents and their impact on global society. Visit our website to learn more about the University at Buffalo .

As an Equal Opportunity / Affirmative Action employer, the Research Foundation will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, sexual orientation, gender identity, national origin and veteran or disability status.

Minimum Qualifications

At least 2 years of experience in a high-volume office environment. Candidate must have excellent organizational and oral/written communication skills, strong interpersonal, problem-solving and collaboration skills, and the ability to maintain professional standards under demanding time constraints. Proficiency in MS Outlook, Word, Excel, and PowerPoint is required.

Preferred Qualifications

Associate’s degree or Bachelor’s degree. Prior experience editing documents and presentations in a professional setting is preferred.

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