Administrative Coordinator, Provost's Office

Binghamton University; City of Binghamton (NY); On-site; USD 65,000 - 78,000; Full time

Job summary

Binghamton University seeks a Senior Staff Assistant in the Provost's Office to manage external awards databases, coordinate nominations, and support faculty in obtaining national and international honors. The role involves liaising with deans, departments, and the Research Division to ensure timely, accurate nominations and reporting.

The successful candidate will handle confidential information with tact, support award processes, and contribute to communications and database maintenance.

Qualifications

• Bachelor's degree required.
• Experience collaborating with faculty, staff and administration.
• Experience managing multiple tasks with timelines and attention to detail.
• Experience in event planning.
• Minimum 1 year of related experience in office administration and customer service.
• Ability to handle confidential matters with tact and discretion.
• Strong oral and written communication skills.
• Proficiency with standard business tools (spreadsheets, word processing, calendars, presentations).

Responsibilities

• Coordinate with the Vice Provost for Faculty Affairs and deans to manage an online awards database.
• Maintain contact with awarding organizations.
• Identify nomination opportunities and disseminate information to units and individuals.
• Support faculty for national/international awards and honors.
• Coordinate with faculty to arrange award opportunities.
• Prepare nomination statements and references.
• Provide information to Communications/Marketing on successes.
• Assist with faculty digital presence and dashboards.
• Prepare activity reports for internal/external use.
• Assist with various award processes and calendars.
• Update Provost Office website as needed.

Skills

Collaboration with faculty

Communication skills

Discretion

Time management

Office software

Web/database editing

Education

Bachelor's degree

Tools

Spreadsheets

Word processing

Calendar tools

Presentation software

Web editing/databases

Job description

About Binghamton University:

Binghamton University is a premier public R1 research institution in the State University of New York (SUNY) system that unites more than 130 broadly interdisciplinary educational programs with some of the most vibrant research in the nation. Our unique character - shaped by our mission, outstanding academics, facilities, and community life - promotes extraordinary student success, research, and service; Binghamton University is where our students, faculty and staff thrive.

Working at Binghamton University is more than about having a great job - it is about having the opportunity to flourish in an exciting, engaging environment. Our faculty and staff appreciate Binghamton's collegial and inclusive culture and its commitment to excellence, education, innovation and civic engagement. Our diverse campus community contributes to our success.

Binghamton merges rigorous academics, distinguished faculty who value cutting-edge, and community-engaged research, teaching and service, exceptional staff, and ultramodern facilities to engage and challenge its 18,000+ students. Our high-achieving student body represents diverse experiences from first-generation college-goers to international students. Beyond their talent, these classmates share a desire to shape the future through technology, insight, intellectual exploration, and community service.

We are an affirmative action/equal opportunity employer, and in keeping with this commitment, we welcome all to apply, including veterans and persons with disabilities.

Job Description:

Budget Title: Senior Staff Assistant (SL-3)

Salary: $65,000 - $78,000

Binghamton University seeks applicants for a Senior Staff Assistant, in the Provost's Office, which falls under the Division of Academic Affairs. Reporting to the Senior Staff Associate for the Executive Vice President of Academic Affairs/Office Manager.

Key Responsibilities:

• Coordinate with the Vice Provost for Faculty Affairs, dean's offices, and academic departments/units to maintain an online database of external awards and deadline dates, and recording current nominations and past outcomes
• Maintain regular contact with awarding organizations
• Identify and disseminate information about nomination opportunities to schools, departments/units, and individuals
• In conjunction with the Vice Provost for Faculty Affairs, the Research Division, Deans and Department Chairs, identify potential faculty candidates for national and international awards, fellowships and other honors
• Liaise with faculty to coordinate award opportunities
• Assist in preparing nomination statements and letters, and contacting references
• Provide information to the Division of Communications and Marketing on successes
• Conduct survey of faculty profiles on digital platforms
• Assist faculty in enhancing their professional and digital presence
• Prepare comprehensive activity reports for internal and external use
• Review all internal award online descriptions to see if the details are still accurate and informative
• Provide administrative support for the Drescher Leave Program, including working with UUP president, collecting applications, and submitting applications to NYS Office of Employee Relations
• Provide administrative support for Lois B. DeFleur award, including organizing luncheon
• Provide administrative support for the SUNY Chancellors Awards, including sending out call for nominations, organizing meetings, and managing documentation for academic affairs throughout the nomination process
• Manage Provost's award tracking system for all Provost's awards
• Maintain database of previous Chancellor award winners and Distinguished Professors, and coordinate meetings with such
• Co-Coordinate New Faculty Orientation and New Chairs Orientation with Provost Office personnel
• Coordinate and assist with other faculty projects, orientation and workshops, as required
• Update Provost's Office website as needed

Requirements:

• Bachelor's degree
• Experience collaborating with faculty, staff, and administration
• Experience managing multiple tasks and timelines with attention to detail
• Experience in event planning
• Minimum of 1 year of related experience, with office administration and customer service skills
• Demonstrated ability to exercise sound judgment, and handle confidential matters with tact and discretion
• Effective oral/written communication skills
• Technical expertise in business management tools including spreadsheets, word processing, calendar tools, and presentation software

Preferred:

• Experience in faculty awards
• Experience in managing multiple, complex calendars
• Knowledge of the campus
• Professional experience with social media
• Proficiency with editing/updating web-based information and databases

Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements.

Additionally, please note that Binghamton University is not an E-Verify employer.

Additional Information:

Offers of employment will be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials

Binghamton University is a tobacco-free campus.

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 [phone] or via email at [e-mail]

Payroll information can be found on our website https://www.binghamton.edu/offices/human-resources/payroll/

Cover letters may be addressed "To the Search Committee."

Equal Opportunity/Affirmative Action Employer

The State University of New York is an Equal Opportunity/Affirmative Action Employer. It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.

As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates. This requirement extends to employment and admission. Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR). Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here.

Binghamton University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact the ADA Coordinator by completing the Reasonable Accommodation Request Form.