Office and Operations Assistant

Posting Details

Position Information

Fiscal Year 2024-2025
Position Title Office and Operations Assistant
Classification Title Administrative Assistant I
Department Institute for Artificial Intelligence & Data Sciences
Posting Number R240224
Posting Link https://www.ubjobs.buffalo.edu/postings/53355
Employer Research Foundation
Position Type RF Clerical/Technical
Type Full-Time
Appointment Term
Salary Grade N.6

Posting Detail Information

Position Summary
The Institute for Artificial Intelligence and Data Science ( IAD ) has an exciting opportunity for two skilled administrators to join their growing team. The incumbents will manage and carry out tasks and activities for IAD and IAD sponsored awards, including the NSF National AI Institute for Exceptional Education.

The ideal candidates will be reliable, flexible, organized, motivated, and enjoy collaborating with others to meet the needs of clients. An interest and/or knowledge in entrepreneurial activities and ability to view the "big picture" while ensuring all tasks are completed on a timely basis is critical.

Under the direction of the Administrative Director, the Office and Operations Assistants will provide the following support:

Day-to-Day Operations Support

Assist with the daily activities that occur within the spaces including coordinating efforts with student assistants, mail and package distribution, assembling supporting documentation for financial record-keeping, overseeing access logs for keys, swipe cards, dining cards and parking passes.

Program Support
Assist with development and management of schedules and logistics, as well as assist in the collating of data for reports, for programs affiliated with the Institute for Artificial Intelligence and Data Science, the National AI Institute for Exceptional Education and new and upcoming Institutes and/or Centers that evolve that include a variety of elements such as meetings, workshops and presentations.

Space Management Support

Assist in reserving and scheduling of spaces within the institutes, sending calendar invites, overseeing event set up of furniture, working with the space scheduling department on campus to enhance and improve processes. Managing the swipe card access system to ensure oversight for access to our spaces.

Event Planning & Support

The Office and Operations Assistant will have the opportunity to assist with promotion, coordination and logistics of events which could be virtual or in person. Some of these may include, but are not limited to, educational workshops, conferences, meetings or small casual gatherings for our affiliated faculty. Incumbent will also assist with planning and ordering of food/refreshments for these events, coordinating drop offs and pick ups, set up and clean up for each event.

Procurement and HR Support

In collaboration with the Administrative Director and Grants Manager, submit requisitions for various types of procurement transactions, with the goal of becoming well-versed in UB systems and requirements. Similarly, the incumbent will assist in collecting HR paperwork and submitting HR appointments, as needed.

Outstanding Benefits Package
Working at UB comes with benefits that exceed salary alone. There are personal rewards including comprehensive health and retirement plan options. We also focus on creating and sustaining a healthy mix of work, personal and academic pursuit - all in an effort to support your work-life effectiveness. We support your growth and development through our career coaching and training department and we qualify as a public service loan forgiveness organization. Learn more about our benefit packages.

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.

As an Equal Opportunity / Affirmative Action employer, the Research Foundation will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin and veteran or disability status.

Minimum Qualifications

• At least three years of related administrative experience, and/or an equivalent combination of education and experience.
• A successful candidate will be well organized and able to manage the logistics of multiple programs and events simultaneously with attention to detail.
• Sound judgment, critical thinking and attention to detail.
• Be comfortable communicating the status of schedules/projects, flagging outstanding items and following up on them.
• Be capable of working and communicating with clients, internal stakeholders, partners, and vendors.
• Have strong verbal and written communication skills.
• Be willing to ask questions and know when to ask for help.

Preferred Qualifications
Physical Demands
Salary Range $50,000 to $55,000
Additional Salary Information The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate.
Work Hours
37.5 hours per week
Any schedule between 8:00 a.m. and 5:30 p.m.

Campus North Campus
Posting Alerts
Special Instructions Summary
Is a background check required for this posting? No
Background Check Notification

Contact Information

Contact's Name Virginia Stever
Contact's Pronouns she/her/hers
Contact's Title Administrative Director
Contact's Email vastever@buffalo.edu
Contact's Phone 716-645-2477

Posting Dates

Posted 10/09/2024
Deadline for applicants Open Until Filled
Date to be filled 12/02/2024

References

Number of references required 3
Reference Cutoff Date
Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * 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
2. * 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

Documents Needed To Apply
Required Documents

1. Cover Letter
2. Resume

Optional Documents