Staff Assistant

October 11, 2024

Buffalo State College


Posting Details
Position Information

About Buffalo State Buffalo State is the largest comprehensive college in the State University of New York system. As a civic, urban, and engaged campus community, we pride ourselves as having small college learning environments coupled with large university opportunities. We are a diverse and inclusive college committed to the intellectual, personal, and professional growth of its students, faculty, staff, and alumni. Our mission is to transform lives, to empower students to succeed and to inspire a lifelong passion for learning. Buffalo State is dedicated to excellence in teaching, research, service, scholarship, creative activity, and cultural enrichment. With degree programs in education, the arts, science, and professional studies, each year nearly 10,000 students choose Buffalo State for its broad array of high-quality academic programs, diverse and creative environment, hands-on learning opportunities, affordable SUNY tuition, NCAA Division III athletics, and prime location in Buffalo’s cultural corridor. We welcome applicants who are committed to helping us fulfill our mission.
Faculty/Professional Professional
Department Admissions Office
Local Title Assistant to the Director
Budget Title Staff Assistant
Rank SL-2
Line Number 21756
Salary Range $44,374.00
FTE Full-Time
Negotiating Unit UUP
FLSA Exempt
Department Website http://www.buffalostate.edu/admissions
Brief Job Description The assistant to the director of admissions is responsible for supporting the director with the administration of the office of admissions. Responsibilities include assisting the director with management, coordination, and oversight of activities such as human resource administration for a team of 24 individuals, procurement and budgeting, reporting, coordinating travel, special events and activities. Other general office duties include preparing reports, presentations, memos, letters, and other documents. The assistant supports recruitment and technology initiatives as designated by the director.
Essential Responsibilities

  • (10%) Managing director’s calendar, appointments, and meetings, and travel details for conferences.
  • (20%) Human Resources Administration: Coordinate the personnel forms for Admissions, including but not limited to, performance programs, annual evaluations, position requests, and employee change forms. Assist with employee recruitment functions for staff and student positions.
  • (20%) Procurement: Assist with procurement of supplies and subsequent tracking and follow up as necessary. Performs monthly reconciliation of credit card statements and accounts.
  • (10%) Budgeting: Assist with planning and preparation of departmental budget requests. Track expenditures and reconcile accounts. Assist with all aspects of budget maintenance. Assist with the administration of scholarships,
  • (20%) Data Management: Assist in managing data in customer relationship management (CRM) and student information systems (SIS). Consolidate duplicate records and other record management.
  • (5%) Reporting: Prepare reports for the Director of Admissions and others as directed. Assist with coordinating the Admissions annual report. Gather research and statistical data as requested.

Secondary Responsibilities

  • (10%) Maintain an organized filing system of paper and electronic documents
  • (5%) Special Events: Assist the Director of Admissions with coordinating special events that support staff development and enrollment
Required Qualifications
  • Associate’s Degree
  • Advanced MS Office skills including Word, Excel & Powerpoint
  • Effective time management skills and ability to meet deadlines
  • Strong organizational skills and ability to multitask
  • Solution oriented and decision making
  • Proactive and self-directed
  • Exceptional interpersonal skills
  • Impeccable attention to detail
Preferred Qualifications
  • Experience working as an executive assistant or administrative support role.
  • Experience working with a CRM (Slate) or SIS systems (Banner).
  • Experience managing financial operations in SUNY or other state agency.
Anticipated Date of Hire 01/02/2023
Priority Review Date 12/04/2022
Application Deadline Date
Open Until Filled Yes
Special Instructions to Applicant
Contact Person Chelsea Kettle
Contact Email [email protected]
Contact Fax
Quick Link for Direct Access to Posting https://jobs.buffalostate.edu/postings/6576
Equal Employment Opportunity/Affirmative Action Employer

Buffalo State is an affirmative action/equal opportunity institution that subscribes to all federal, state, and SUNY legal requirements and does not discriminate against applicants, students, or employees on the basis of race, sex, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status (Nondiscrimination Notice). Any violation of this policy should be reported to the Equity and Diversity Office, Cleveland Hall 415, (716) 878-6210. Buffalo State is a VEVRAA Federal Contractor. If you have any questions, please contact Lydia Kawaler at [email protected] or call (716) 878-4822.
Background Investigation Statement

All applicants are subject to a pre-employment background investigation. Our Pre-Employment Background Screening Policy is available at http://hr.buffalostate.edu/pre-employment-background-screening .
Clery Statement

Applicants interested in positions may access the Annual Security Report (ASR) for SUNY Buffalo State at http://police.buffalostate.edu . The ASR contains information on campus security policies and certain campus crime statistics. Crime statistics are reported in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Applicants may request a hard copy of the ASR by contacting the SUNY Buffalo State University Police Department at (716) 878-6333.
New York State Executive Order 161 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 (518) 474-6988 or via email at [email protected] . Further restrictions on using salary information in the hiring process appear in Labor Law §194-a .

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