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Administrative Assistant 1, Environment, Health and Safety

University at Buffalo
Buffalo, New York, United States
Salary Not Specified
Date posted
Feb 28, 2024

Job Details

Posting Details

Position Information

Fiscal Year

Position Title
Administrative Assistant 1, Environment, Health and Safety

Classification Title
Administrative Assistant 1

Environment, Health and Safety

Posting Number

Posting Link


Appointment Type

Classified Appointment Term
Permanent/Contingent Permanent

Classified Position Type
Competitive Classified

Temporary Until

Salary Grade

Posting Detail Information

Position Summary

As an Administrative Assistant 1 you will be responsible for administrative and clerical support to the 29 Environment, Health & Safety (EH&S) technical staff (all except the EH&S Director) members. Additionally responsible for all administrative and clerical support for the University Senior Emergency Manager. Reports directly to the Environment, Health & Safety (EH&S) Associate Director.

Specific tasks may include:
  • Provide executive level support for the Senior Emergency Manager. Coordinate and organize administrative activities and direct the flow of information.
  • Coordinate information flow by acting as an EHS departmental liaison to customers.
  • Answer phones, respond to EH&S inquiries and direct callers to the appropriate technical resource.
  • Monitor the EH&S Customer Service request system, identify issue for follow up, route to appropriate staff for attention. Then monitor to ensure work orders are being completed.
  • Effectively utilize the Maximo Business System and Microsoft Office platform ( TEAMS, WORD, EXCEL, OUTLOOK, POWERPOINT ) to produce communications, letters, reports, charts, graphs, and other documents as needed.
  • Generate Maximo purchase requests, submit, receive, and track purchases and deliveries.
  • Prepare agendas and meeting minutes for committees to which the Senior Emergency Manager and Senior EHS Staff belong.
  • Provide confidential support on issues related to university incidents/accidents and security of hazardous materials.
  • Assist with Front Desk reception duties serving University Facilities and the campus community, direct visitors and route incoming mail.
  • Create and maintain databases related to EH&S trend tracking and goals.
  • Take effective minutes at technical and business committee meetings.
  • Complete general human resource and purchasing duties using multiple university systems (Concur, eptf, Shop Blue etc.)
  • Utilize desktop publishing software (Microsoft Excel, Word, and PowerPoint) to produce outgoing and interdepartmental memos, letters, reports, databases, charts, graphs and other documents.
  • Provide support for internal training programs
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 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.

Departmental Operating Needs

Minimum Qualifications

Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.

Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).

Administrative Assistant Trainee 1 Transfer Eligibility Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-6 or above).

Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 and successfully completed the four core administrative support courses.

Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship and successfully completed the four core administrative support courses and the four elective administrative support courses, as designated by the agency.

Keyboarding requirement: Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.


A completed application is required for this position. If you receive a canvass letter, DO NOT APPLY for this position. You must apply to the web address provided on your canvass letter.

Preferred Qualifications

The preferred candidate will possess a proactive outlook and be self-motivated; fluent in Microsoft Office Suite products (including, Word, Excel, Power Point and database applications) as well as university business systems; effective in a team environment; strong oral and written communication.

The preferred candidate will also possess the following:
  • Ability to establish effective working relationships with people at all levels of the organization.
  • Knowledge of administrative practices, procedures and proper grammar usage, punctuation and spelling.
  • Ability to effectively use Microsoft Outlook for scheduling.
  • Anticipate workload/projects and respond proactively
  • Ability to use computerized databases in a variety of electronic formats.
  • Discrete and respects confidentiality
  • Able to advance numerous projects simultaneously
  • Anticipates workload/projects and responds proactively
  • Detail orientated
  • Communicates clearly and professionally
Physical Demands

Salary Range

Additional Salary Information

Work Days
Weekdays - Monday - Friday

Work Hours

8:00 a.m. – 4:30 p.m.


South Campus

Posting Alerts

Special Instructions Summary

Additional Information

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Is a background check required for this posting?

Background Check Notification
For non-internal applicants: a selected candidate will have to complete and pass a background check prior to appointment.

Contact Information

Contact's Name
David Vasbinder

Contact's Pronouns

Contact's Title
Associate Director

Contact's Email

Contact's Phone

Posting Dates


Deadline for Applicants
Open Until Filled

Date to be Filled

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


University at Buffalo

UB is New York’s largest public university, one of America’s leading research universities and a flagship in the SUNY system.

UB is a top 40 university in a top city in which to attend college, and with more than 1,300 acres across three unique campuses, there is always something new to explore. Regular shuttle service takes students between North Campus and South Campus, and the Downtown Campus is easily accessible by Metro Rail

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