Upper Midwest HERC

Position Title: Senior Staff Assistant for Administration and the Office of the VPUL

Posting Number: P220424

Employer: State

Salary Range: $51,000-$58,000

FTE: 1.00

Position Summary:

• Serving as an advisor to the VPUL, strives to continuously improve operations and takes responsibility for administrative matters, as delegated.
• Responding to inquiries received by the Office of the VPUL, interpreting and applying relevant policies and procedures, forwarding to appropriate staff and faculty members for resolution while maintaining a high degree of confidentiality and professionalism.
• Acting a liaison between the VPUL, executive staff, department heads and the offices of the president, provost, vice provosts, vice presidents and deans; manages confidential communications and activities between the VPUL and other senior leaders.

• Coordinating complex meeting arrangements involving both internal and external constituents, including securing appropriate meeting space, developing meeting agendas, presentations, and supporting documents, taking care to ensure correspondence is appropriate for the intended audience or event.
• Managing an actively changing and intricate calendar and appointment schedule, including national and international travel arrangements.

• Assisting with the implementation, monitoring and completion of projects, sharing in setting work priorities and objectives, and maintaining project plans that track tasks and milestone dates.

• Providing oversight for the office budget by monitoring spending throughout the fiscal year, providing reports, processing and reconciling procurement card transactions, and preparing reimbursements.

• Ensuring that the Office of the VPUL is a clean, welcoming environment conducive to professional activities while diplomatically interacting with a diverse group of internal and external callers and visitors.
• Hiring, training and supervising student assistants assigned with providing administrative support to the Office of the VPUL.
• Managing general office needs including ordering supplies, maintaining office equipment and communicating with University Libraires IT to resolve more complex phone or computer issues.

• Monitor organizational social media channel discussions and identify problematic content.

Minimum Qualifications:

• A bachelor's degree from an accredited college or university.
• Two years of experience providing executive-level support in a complex and fast-paced environment.
• Previous success managing projects including tracking tasks and milestone dates. Must have the ability to meet deliverables and take ownership of project outcomes.
• Previous success working independently with minimal direction. Must possess a strong sense of accountability, be self-motivated and exhibit good judgment.
• Experience managing an actively changing and intricate calendar including the coordination of appointments with internal and external constituents and overseeing complex travel arrangements.
• Demonstrated commitment to diversity, equity, and inclusion with the ability to support and enhance a diverse learning and working environment.

Preferred Qualifications:

• Experience with event planning and logistics.
• Experience managing an office budget, including ordering supplies and processing and reconciling transactions.
• Familiarity with the operations of a higher education environment and working with faculty and staff.
• Familiarity with University at Buffalo policies, procedures, and administrative systems.

Deadline for Applicants: Open Until Filled

Quicklink for Posting: 39086

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About University at Buffalo (SUNY)

The University at Buffalo (UB) #ubuffalo is SUNY’s most comprehensive public research university, and an outstanding place to work. UB amplifies ambition for faculty and staff by offering endless possibilities to achieve more. Here, people from all backgrounds and cultures challenge and inspire each other to discover, learn and succeed. Dedicated staff and engaged faculty collaborate to further knowl¬edge and understanding, and develop tenacious graduates who are valued for their talents and their impact on global society. UB 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.

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