Administrative Coordinator, Microbiology & Immunology

University at Buffalo; Buffalo (NY); On-site; USD 51,000 - 56,000; Full time

Job summary

The University at Buffalo's Department of Microbiology and Immunology in the Jacobs School of Medicine and Biomedical Sciences is seeking a Staff Assistant to provide essential administrative support to the Chair, Senior Staff Assistant, and faculty. You will help manage the department’s seminar series, travel logistics, visa paperwork, and daily operations.

Key duties include budget reconciliations, purchasing, awards support, records maintenance, asset inventory, and facilities coordination.

Qualifications

• Bachelor’s degree OR Associate Degree with 3 years of related experience.
• Excellent oral, written, and interpersonal skills.
• Proficiency with Microsoft Office 365 products.

Responsibilities

• Provide administrative support to the Chair, Senior Staff Assistant, and faculty.
• Manage Departmental Seminar Series including updating the calendar, arranging airfare and hotel accommodations, submitting catering orders, processing non-employee reimbursements, and submitting honorarium paperwork.
• Submit new and renewal visa paperwork for Department personnel.
• Maintain detailed account reconciliations for startup funds including order approvals and Procurement Card purchases.
• Prepare blanket orders and order office supplies.
• Assist with annual student awards.
• Maintain Department records including the website, directory, listservs, and HR files.
• Manage the Department’s asset inventory.
• Coordinate the JSMBS space survey.
• Collect course evaluations and yearly teaching reports.
• Schedule and collect annual reviews.
• Package and university mail pickups.
• Submit room reservations, building access requests, and various facilities forms.

Skills

Oral communication

Written communication

Interpersonal skills

Education

Bachelor’s degree OR Associate Degree with 3 years of related experience

Tools

Microsoft Office 365

Job description

The University at Buffalo's Department of Microbiology and Immunology in the Jacobs School of Medicine and Biomedical Sciences is seeking a Staff Assistant to provide essential administrative support to the Chair, Senior Staff Assistant, and faculty. You will help manage the department’s seminar series, travel logistics, visa paperwork, and daily operations.

Key duties include budget reconciliations, purchasing, awards support, records maintenance, asset inventory, and facilities coordination.