Administrative Specialist – Science Department Operations

University at Buffalo; Buffalo (NY); On-site; USD 40,000 - 56,000; Full time

Job summary

University at Buffalo seeks a Staff Assistant to provide administrative support to the Chair, Senior Staff Assistant, and faculty. Responsibilities include coordinating seminars, arranging travel, processing reimbursements, visa paperwork, and maintaining department records.

The role requires meticulous organization, the ability to manage multiple tasks, and familiarity with office procedures and HR documentation.

Qualifications

• Provides administrative support to the Chair, Senior Staff Assistant, and faculty.
• Manages departmental tasks including visa paperwork and reimbursements.

Responsibilities

• Manage Departmental Seminar Series calendar and notices.
• Arrange airfare and hotel accommodations for seminars.
• Submit catering orders and honorarium paperwork.
• Submit new and renewal visa paperwork for personnel.
• Maintain detailed reconciliations for startup funds and PCard purchases.
• Prepare blanket orders and order office supplies.
• Assist with annual student awards.
• Maintain department records (website, directory, HR files).
• Manage the department's asset inventory.
• Coordinate the space survey for JSMBS.
• Collect course evaluations and yearly teaching reports.
• Schedule and collect annual reviews.
• Package and university mail pickups.
• Submit room reservations and facilities forms.

Skills

Administrative support

Calendar management

Travel arrangements

Document processing

Job description

University at Buffalo seeks a Staff Assistant to provide administrative support to the Chair, Senior Staff Assistant, and faculty. Responsibilities include coordinating seminars, arranging travel, processing reimbursements, visa paperwork, and maintaining department records.

The role requires meticulous organization, the ability to manage multiple tasks, and familiarity with office procedures and HR documentation.