Senior Administrative Assistant - College of Science and Society

Reporting to the Dean and Director(s) in the College of Science and Society, the Senior Administrative Assistant provides a broad range of administrative support to the department. Responsibilities include planning, organizing and coordinating the day-to-day operations and communications with faculty and University departments. This is a full time 12 month position that requires you to be on campus.

PRIMARY JOB RESPONSIBILITIES:

• Meet and greet visitors and vendors;
• Answer telephones and attend fax machine;
• Reply to general inquiries according to protocol as established by supervisor; be knowledgeable and provide timely responses to telephone inquiries regarding University policy;
• Manages and coordinates administrative projects, such as arranging special events;
• Refer students to appropriate faculty advisor and/or other departments;
• Contact accepted students and inquiries to determine status as requested;
• Create/update student files;
• Request reports from the Registrar as needed;
• Open classrooms as required to accommodate faculty and students;
• Complete adjunct contracts for designated Science and Society faculty;
• Compile college adjunct and overload reports for HR
• Assist the Dean and Directors with college-wide communications, scheduling of meetings and maintenance of the College Canvas site;
• Assist the Dean and Directors with budget transfers, purchase orders, and expense reports;
• Keep appropriate records for all faculty;
• Submit and follow up on work orders and helpdesk tickets as needed;
• Maintain office forms and responsible for office supply inventory;
• Screen and distribute incoming mail and correspondence;
• Prepares and edits correspondence, communications, presentations and other documents;
• Order supplies for vending and copy machines;
• Other responsibilities as assigned.

QUALIFICATIONS:

• Associates Degree required; Bachelors degree preferred
• 3+ years administrative or lead secretarial experience required
• Ability to maintain confidentiality of the office
• Proficient with Microsoft Office Suite including Microsoft Word, Publisher, Excel, Access & PowerPoint. Familiar with setting up Zoom calls and the use of Canvas.
• Strong oral, written, and interpersonal skills
• Good organizational and analytical skills
• Ability to carry out program policies with minimal supervision; knowledge of UB policies and procedures
• Ability to establish complex records and files, to assemble and organize data and information and to prepare reports from such materials.
• Strong team player orientation

NOTE: The above description is intended to describe the general nature and level of work to be performed by the Senior Administrative Assistant . It is not intended to be an exhaustive list of all responsibilities of the position. You will devote your full time and best efforts to the performance of your various job duties and will observe any and all policies, rules and regulations that the University may now have or shall hereafter establish.