Office Manager and Executive Assistant

Position Summary

The Office Manager is responsible for coordinating and facilitating all operations of the Office of Research and Economic Development, while supporting the day-to-day administrative needs of the Vice President for Research and Economic Development ( VPRED ). While primarily supporting the Vice President, this position also assists in supporting other senior leadership, including the Assistant Vice President for Administration and Planning, as needed. This energetic and self-directed individual understands how to maximize the effectiveness of the Vice President as a senior leader in the university and the community. This person is able to anticipate needs while managing general office operations and accommodating unexpected requests.

Primary Duties and Responsibilities include, but are not limited to:

• Coordinating office workflow and processes, and assisting in financial and human resource activities.
• Designing and implementing new processes and procedures to create efficiencies.
• Maintaining the calendar for the Vice President and ensuring materials are prepared for meetings.
• Coordinating extensive travel arrangements and reimbursements for the Vice President.
• Supervising office correspondence, including drafting and distributing for internal and external audiences.
• Coordinating with the Assistant Vice President with regard to communications with SUNY, Research Foundation, and University leadership.
• Supporting the Vice President and Assistant Vice President as the primary contacts for the office.
• Serving as a liaison for other University leadership offices.

This position requires strong judgment and independent resourcefulness while handling time-sensitive matters that require concise problem solving and confidentiality. The Office Manager must be eager to learn, detail-oriented, and comfortable handling multiple assignments in a fast-paced environment. The Office Manager must be flexible, have strong communication and interpersonal skills, and be comfortable working as part of a team.

The Office Manager will interact with faculty, researchers, and university leadership administrative professionals on a daily basis. Therefore, discretion, tact, and a knowledge of university etiquette for interacting with faculty and university leadership are essential. The position may require occasional extended hours of business in order to support special events.

The Office of Research and Economic Development and its constituent units guide and support the university’s research enterprise as well as its economic development and entrepreneurial activities. It advocates on behalf of researchers, manages compliance and process, and nurtures innovation within the institution and the community.

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

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

Bachelor’s degree and experience in a high-volume office environment or an equivalent combination of education and experience. 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 Google Calendar and Microsoft Office suite of applications is required.

Preferred Qualifications

Prior knowledge and experience with UB systems and processes and direct experience in supporting university administration such as an executive director, dean, or senior leader is preferred.

For more information, click the "How to Apply" button.

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