Administrative Assistant

Daemen University; Buffalo (NY); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plan with employer 8% match

Long term disability insurance

Tuition waiver for employees and their

Dependent tuition waiver

Job summary

Daemen University in Buffalo, NY is seeking a detail‑oriented administrative assistant to provide clerical support and professional reception. You will manage budgets, purchase requisitions, and department communications while supporting faculty with course management and scheduling needs.

The role requires strong Microsoft Office skills, the ability to multi‑task, and reliable collaboration with campus staff. Full‑time with a comprehensive benefits package is offered.

Qualifications

• High school diploma or equivalent and one year of administrative assistant/secretarial experience.
• Microsoft proficiency is required.
• Must work cooperatively with all department personnel and campus community.
• Ability to multi-task, with strong communication, accuracy, and attention to detail.
• Prolonged sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds occasionally.
• Ability to move around the office to access filing cabinets and office machinery.

Responsibilities

• Maintain budget data and files; process purchase requisitions.
• Department supply ordering.
• Facilities/maintenance requests as needed.
• Instructional technology and technology service requests.
• Print Shop ordering and pickup.
• Collect and file student documents; maintain related databases.
• Oversee maintenance of all office equipment, supplies, and repairs.
• Answer PT Department inquiries; take messages or redirect as needed.
• Process exams (Scantrons) and forward results to faculty.
• Student assessment proctoring as needed.
• Assist faculty in course management needs as requested.
• Schedule and coordinate meeting spaces; use reservation calendars.
• Schedule Program Director's/Department Chair's appointments using Google calendar.
• Perform clerical duties: filing, copying, print shop and publications orders, AV equipment, room reservations, food orders, requisitions.
• Receive, distribute, and manage daily department mail.
• Assist with meeting arrangements including room reservations, invites, dining, and vendor coordination.
• Prepare and update student academic advisor lists; maintain Google Drive email lists.
• Professional-phase student instrument/tool kits: quotes, order, prepare during summer.
• APTA rosters for new professional-phase class.
• Proctoring exams as needed.

Skills

Administrative experience

Microsoft Office

Communication skills

Multi-tasking

Detail-oriented

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Google Drive

Google Calendar

Job description

Daemen University is a dynamic, independent, liberal arts institution committed to excellence in student centered learning. The University places special emphasis on preparing students for excellence in professional life, civic engagement, and on instilling and understanding that learning is an exciting lifelong journey. Students are encouraged to be creative, innovative, ethically minded leaders for an ever-changing, diverse, and interconnected world.

The Mission of Daemen University is to prepare students for life and leadership in an increasingly diverse and complex world through the integration of education and professional preparation. Daemen University is going beyond instrumental needs to foster the development of individuals who are dedicated to the health and well-being of local and global communities.

Purpose of Role

To provide clerical support to the department and informative reception to campus or departmental visitors.

Duties / Responsibilities

About This Opportunity

• Budgets: Maintain budget data and files as required. Purchase requisitions: Process all necessary paperwork documents according to institutional protocol.
• Department supply ordering.
• Facilities/Maintenance requests as needed.
• Instructional technology (IT) and technology service requests.
• Print Shop ordering and pickup.
• Collect and file student documents and maintain related databases.
• Oversee maintenance of all office equipment, supplies, and repairs.
• PT Dept. direct calls: answer inquiries in a professional manner, take messages or redirect call to the appropriate party.
• Process exams (Scantrons) and forward results to faculty as requested.
• Student assessment proctoring as needed.
• Assisting faculty in course managements needs as requested.
• Schedule and coordinate meeting spaces and other room reservations as requested. Use department reservation calendar and college wide reservation personnel in the Conference Office and Registrar's Office.
• Scheduling Program Director's/Department Chair's appointments as requested using Google calendar.
• Perform clerical duties as requested by faculty, such as: filing, copying, print shop and publications orders, ordering AV equipment, arranging rooms for presentations/meetings, placing food orders, and completing purchase requisitions.
• Receive, distribute, and manage daily department mail.
• Assist with meeting arrangements including but not limited to: room reservations, invites, dining areas and food arrangements with Daemen Dining and outside vendors, Facilities/Maintenance setup requests, guest list maintenance, and other as needed.
• Prepare and update student academic advisor lists for all PT classes, maintain email lists in Google Drive, prepare new First Year Students in July/August in Google Drive.
• Professional-phase student instrument/tool kits: Quotes, order, prepare during the summer.
• American Physical Therapy Association (APTA) rosters for new professional-phase class.
• Proctoring exams as needed.

Required Qualifications

Required Skills / Abilities

• High school diploma or equivalent and one year of administrative assistant/secretarial experience.
• Previous office experience & Microsoft proficiency required.
• Must work cooperatively and collaboratively with all department personnel and all other members of the campus community.
• Ability to multi-task, have effective communication skills - accuracy and attention to detail is essential.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to move around the office to access filing cabinets, office machinery, etc.

Preferred

• 2- or 4-year degree.

Total Compensation

Daemen University offers a robust total compensation package that includes:

• Health insurance with an option of two plans: an HSA plan with the deductible funded by employer HSA contributions, or a copay plan.
• Dental insurance through the Guardian network.
• Vision insurance through the Guardian network, and an option between the VSP or Davis plans.
• An 8% employer contribution to the retirement savings account when employees contribute just 5%.
• Fully paid long term disability insurance, guaranteed-issue life insurance for new hires up to a volume of $150,000.
• Tuition waiver for full-time employees and their qualified dependents. Entrance in Tuition Exchange scholarship opportunities to pursue education at other institutions.
• Generous time off for administrative and staff employees.