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Administrative Assistant

Posting Details

Position Information

Position Title Administrative Assistant
Posting Category Staff
Posting Number U1800005
Employer University Affiliates
Appointment Term
Position Type

Posting Detail Information

Position Summary

The Administrative Assistant serves as the first point of contact with students, faculty and staff who contact the office in person or by phone and, together with the Office Manager, is responsible for the opening and closing of the office. To create a positive first impression, you must be able to deliver exceptional customer service using sound judgement, calming reassurance, and tactful diplomacy. You must be able to provide general information related to academic advising and program admission, schedule appointments, assess the individual needs of each stakeholder and deliver the appropriate service response. The ability to be both on-time and on-task are critical skills to succeed in this position. The successful candidate will able to apply strong time management and communication skills, computer knowledge, and attention to detail in all areas of this position. The specific duties include:

• Contributes to the maintenance of an accurate and confidential student filing and tracking systems for the undergraduate programs.
• Administers the student advising survey; provides various advising and admission reports and is responsible for periodic projects including student evaluations and academic tracking such as waitlists and course enrollments. In conjunction with the Office Manager, supports the advising and admissions staff with various tasks and projects.
• Serves as a liaison between faculty and administrative staff across the School of Management’s six departments in matters pertaining to the administration of BS programs; interacts with major units of the university (Registrar’s Office, Financial Aid Office, Office of Admissions, Educational Opportunity Program, University Bookstore, etc.) and provides assistance to these clients involving registration, admissions, international student services, and student accounts.
• Works with the university bookstore to ensure an accurate number of books for undergraduate management courses and provides assistance to faculty as needed.
• Learns and maintains computer applications including the UB Student Information System (HUB), Student Success Collaborative (advisement scheduling system), ImageNow/Slate (admission systems), VZ orientation database, and Microsoft Office (Word, Excel, and Outlook Calendar). Expected to learn and adapt to new technology as needed.
• Collaborates with the Office Manager to run the front office operations including ordering supplies, tracking expenditures and working with outside vendors such as the Copy Center, Print Services and copy/fax machine services.
• Assists with the preparation for a variety of undergraduate program events.

The School of Management is among the highest in quality among business schools worldwide. Specifically, the undergraduate program is ranked in virtually all of the major rankings, usually in the top 15 to 20 percent of an elite core group. Serving 3,000 undergraduate students per year, the School of Management offers its students many innovative services and resources such as our award-winning Undergraduate Learning and Community Center. As such, recruiting, matriculating, and retaining high- quality students is a top priority and the School of Management looks to add to their customer service team.

Salary: $33, 000 – $37,000

Minimum Qualifications

● Associate’s Degree
● One year of professional office management experience
● Strong technology skills
● Direct customer service experience in a high-volume environment

Needs advanced proficiency with computer applications, including Microsoft Office (Excel, Word, Access, and Outlook); ability to work with various stakeholders. Proven track record in a customer service environment, demonstrated ability to work under pressure and handle multiple tasks simultaneously.

Preferred Qualifications

● Bachelor’s Degree
● Customer service experience in a high-volume university setting

Physical Demands
FTE 1.00
Campus North Campus
Special Instructions to Applicants

Contact Information

Contact's Name Loreta Vukadin
Contact's Title Director of Undergraduate Student Success and Retention
Contact's Email
Contact's Phone 716-645-3206

Posting Dates

Posted 02/12/2018
Deadline for Applicants 03/23/2018
Date to be filled 03/26/2018

Reference Letters

Number of Reference Letters Required
Reference Cutoff Date
Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other
  2. * List source mentioned above.

    (Open Ended Question)

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents