Staff Assistant

Posting Details

Position Information

Position Title Staff Assistant
Classification Title Staff Assistant
Posting Number P1800053
Employer State
Position Type
Appointment Term Term
Salary Grade SL2

Posting Detail Information

Position Summary

The Resource Management unit of the School of Social Work is seeking a self-motivated individual who enjoys a fast-paced, team environment. This individual will have the opportunity to learn and grow within an evolving work environment. He/she will provide support for the School to fulfill budgetary and personnel functions in a deadline-driven setting. Effective communication skills along with a heightened focus on attention to detail to ensure accuracy and completeness of all paperwork will ensure a successful candidate.

Duties and responsibilities include but are not limited to:
• Managing incoming correspondence to decide appropriate action.
• Determining account and funding source for School expenditures.
• Processing travel reimbursements, purchase requests, appointments, etc.
• Administering and reconciling all State, Research Foundation Indirect, and UB Foundation accounts, as well as unit budgets within the School.
• Collaborating with Senior Staff Assistant in executing fiscal year budget closeout and start-up of subsequent year.
• Managing employee paperwork, including determining employee appointment type, and ensuring appointments are processed in a timely manner.
• Developing School financial reports, performing trend analysis, and identifying and summarizing variances in account activity, etc.
• Analyzing expenditure data in conjunction with the School’s annual resource planning process.
• Identifying and communicating University and School policies and procedures to employees.
• Coordinating with Senior Staff Assistant on the implementation of new University processes within the School.
• Collaborating with internal stakeholders to strive for operational excellence.
• Monitoring unit budgets and executing budget transfers within units.
• Organizing and tracking staff program and appraisals.
• Monitoring and reviewing time and attendance.

Minimum Qualifications

• Bachelor’s degree (preferably in accounting, business, or system management).
• 0 to 1 year of experience in administration.
• 0 to 1 year using Microsoft Word and Excel.

Preferred Qualifications

• 1 to 3 years of experience in administration.
• 1 to 3 years using Microsoft Word and Excel.
• Extremely organized, detail-oriented, and efficient.
• Ability to learn quickly, multi-task, and work comfortably in a team environment.
• Comfortable with data/analytics.
• Ability to learn new technology/software.
• Strong written and verbal communication skills.
• Experience using Microsoft Access.
• Ability to exercise excellent judgment, discretion, and make decisions in a timely and effective manner.
• Excellent problem-solving skills with proven ability to strategize and prioritize to meet goals and deadlines.

Physical Demands

Primarily desk work with occasional walking to file information.

Salary Range $40,000 - $45,000
FTE 1.00
Campus North Campus
Special Instructions to Applicants
Additional Information

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

Contact Information

Contact's Name Meghan Phipps
Contact's Title Senior Staff Assistant
Contact's Email
Contact's Phone 716-645-1263

Posting Dates

Posted 02/27/2018
Deadline for Internal Applicants 03/28/2018
Deadline for External Applicants 03/28/2018
Date to be filled 04/15/2018

Reference Letters

Number of Reference Letters Required
Reference Cutoff Date
Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What will be the highest level of education attained by the time of employment?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
    • J.D.
  2. * How many years of experience do you have working with Microsoft Excel?
    • 0-1
    • 2-4
    • 5+
  3. * How many years of experience do you have working with Microsoft Access?
    • 0-1
    • 2-4
    • 5+
  4. * How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other
  5. * List source mentioned above.

    (Open Ended Question)

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
  3. Contact Information for References
Optional Documents