Division Coordinator

University at Buffalo; Buffalo (NY); On-site; USD 54,000 - 57,000; Full time

Job summary

University at Buffalo is seeking a Division Coordinator to provide strategic administrative support to the MBCT division within the School of Pharmacy & Pharmaceutical Sciences. The role focuses on budgeting, procurement, scheduling, program coordination, and serving as the main office contact.

The successful candidate will collaborate across a diverse university community, handle multiple priorities, and contribute to improvements in operations while delivering excellent service to students and

Qualifications

• Associate’s degree required; related experience acceptable.
• Strong interpersonal, verbal, and written communication skills.
• Ability to work independently with limited supervision and multitask effectively.
• Excellent organizational skills with flexibility and reliability.
• Strong calendar management skills and proficiency with MS Office.
• High level of customer service with students, staff, and faculty.

Responsibilities

• Provide strategic administrative support to MBCT faculty, including scheduling and calendar management.
• Manage financial transactions and reimbursements following university guidelines.
• Collaborate with SPPS Office of Student Engagement on MS CTT and PharmD/MS CTT programs (recruitment, admissions, enrollment, advising, retention).
• Serve as main point of contact in the department office for inquiries by phone, email, or in person.
• Analyze work processes and identify improvements to ensure smooth operations.

Skills

Interpersonal communication

Verbal communication

Written communication

Decision-making

Calendar management

Organizational skills

Customer service

Education

Associate’s degree

Bachelor’s degree (preferred)

Tools

Microsoft Office (Word)

Microsoft Excel

Microsoft PowerPoint

Job description

The Division Coordinator will serve as strategic administrative support to the Division of Molecular Biosciences and Clinical Therapeutics ( MBCT ) in the School of Pharmacy & Pharmaceutical Sciences. The Department Coordinator should be a self-directed professional who serves as a strategic partner to the faculty of the MBCT Division performing tasks and responsibilities aimed at maximizing the effectiveness of the division.

The Division Coordinator will be engaged in administrative support functions including budgeting, procurement, scheduling of meetings and event support, academic program coordination and support and will serve as main point of contact for the main office. Specific duties include, but are not limited to:

• Provide direct strategic administrative support to the faculty of the division including scheduling of meetings, office operations and calendar management.
• Management of financial related transactions such as shop blue, e-req, disbursement requests; Concur reimbursement requests, deposit transmittals in accordance with University guidelines and policy.
• Collaborate with SPPS Office of Student Engagement on all areas related to the student experience for the MS CTT and PharmD/MS CTT programs. Responsibilities include: recruitment, admissions, enrollment; on-boarding, academic advising, retention; student success, career and professional development, well-being, academic and personal support; progression, policy and student conduct ; learning and engagement communities; awards, scholarships, and commencement; data analytics
• Serve as point of contact in department main office fielding inquiries from faculty, staff, students as well as visitors by phone, email, and walk in.

Successful candidate must be able to collaborate with and support multiple members of a diverse school and university community, participating wherever necessary to ensure smooth and efficient operations, as well as continuously analyzing the work and identifying areas for improvement. They must be able to multitask across strategic project areas, ensure consistent follow-up and follow-through and have excellent communication skills.

• Our benefits , where we prioritize your well-being and success to enhance every aspect of your life.

About the University at Buffalo

The University at Buffalo (UB) #ubuffalo is one of America’s leading public research universities and a flagship of the State University of New York system, recognized for our excellence and our impact. UB is a premier, research-intensive public university dedicated to academic excellence. Our research, creative activity and people positively impact the world. Like the city we call home, UB is distinguished by a culture of resilient optimism, resourceful thinking and pragmatic dreaming that enables us to reach others every day. Visit our website to learn more about the University at Buffalo .

University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.

Minimum Qualifications

• Associate’s degree in an appropriate field and related experience.
• Strong interpersonal, verbal, and written communication skills.
• Strong decision-making skills, attention to detail, and ability to work independently with limited supervision.
• Excellent organizational skills, flexibility, reliability, resourcefulness, and ability to manage competing priorities in a complex organization.
• Strong calendar management skills and working knowledge of Microsoft Office applications, including Word, Excel, and PowerPoint.
• High level of customer service with students, staff, faculty, and other constituents.

Preferred Qualifications

• Bachelor’s degree in an appropriate field.
• Experience supporting management at the executive level.
• Experience working in higher education.
• Experience with SUNY and/or NY state rules, regulations, and procedure.

Our University Community

Prodig+ No

Executive Position

Executive Position No

Physical Demands

Driving Requirements

Driving Requirements This position will never drive a university owned vehicle.

Salary Range

Salary Range $54,090 - $56,581

Additional Salary Information

Job Type

Job Type Full-Time

Campus

Campus South Campus

Posting Alerts

Special Instructions Summary

Additional Information

Is a background check required for this posting?

Is a background check required for this posting? Yes

Background Check Notification For non-internal applicants: a selected candidate will have to complete and pass a background check prior to appointment.

Contact Information

Contact's Name

Contact's Name Rachel Poole

Contact's Pronouns

Contact's Title

Contact's Title HR Specialist

Contact's Email

Contact's Email [e-mail]

Contact's Phone

Contact's Phone [phone]

Posting Dates

Posted

Posted 10/13/2026

Deadline for Internal Applicants

Deadline for Internal Applicants 10/27/2026

Deadline for External Applicants

Date to be filled

Date to be filled 12/01/2026

References

Number of References Required

Number of References Required 3

Reference Cutoff Date

Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Please indicate your current employment affiliation with the University at Buffalo.
  • Faculty
  • Faculty Student Association (FSA)
  • Research Foundation Employee
  • State Classified
  • State Professional
  • UB Foundation
  • TA/GA
  • Student
  • No Current Employment Affiliation
• * How did you first hear about this employment opportunity?
  • AcademicKeys.com
  • CareerExposure.com
  • CareerWomen.com
  • Chronicle of Higher Education
  • DiversitySearch.com
  • GoogleJobs.com
  • HERCjobs.org
  • HigherEdJobs.com
  • IMDiversity.com
  • Indeed.com
  • LinkedIn.com
  • MBACareers.com
  • Conference
  • Personal Referral
  • UBJobs.buffalo.edu
  • Other
  • WNY Jobs
• * Are you a SUNY employee eligible for special consideration as a result of retrenchment?
  • Yes
  • No

UB is an AA/EOE and welcomes all to apply including veterans and individuals with disabilities. Arrangements will be made if an applicant has a disability in order to provide access to the application, interview and selection process upon request. Reasonable accommodation requests must be made in a timely manner by email at [e-mail] or by phone [phone].