Administrative Assistant 1 (NY HELPS)
Position Information
Position Title: Administrative Assistant 1 (NY HELPS)
Department: Romance Languages and Literatures
Posting Link: https://www.ubjobs.buffalo.edu/postings/58254
Job Type: Full-Time
Posting Detail Information
Position Summary
- You will serve as administrative contact for graduate and undergraduate students throughout the duration of their program of study to conferral.
- You will provide support to the Director of Undergraduate Studies (DUS), Director of Graduate Studies (DGS) and the Department Administrator, with student management and coordination.
- You will update student information in the appropriate university system, degree audit, assist director with coordination of open house and other university or departmental functions, create course description booklets each semester advertising course offering.
- Assist with calendars and room requests.
- Provide general office support such as, answering phones, mailing, copying, scheduling and processing of necessary departmental paperwork.
- Provide support for department events.
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. Visit our benefits website to learn about our
benefit packages.
About The University at BuffaloThe University at Buffalo (UB) is one of Americas 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.
Minimum Qualifications
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
Non-competitive (NY HELPS):
- high school diploma or high school equivalency diploma
- two years of experience in administrative support
- use of office software (e.g., email, word processing)
- provision of customer service
- business writing
- management of an office
OR
Competitive (NON-NY HELPS):
Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.
Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).
Administrative Assistant Trainee 1 Transfer Eligibility Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-6 or above).
Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 and successfully completed the four core administrative support courses.
Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship and successfully completed the four core administrative support courses and the four elective administrative support courses, as designated by the agency.
Preferred Qualifications
- Excellent oral and written communication skills.
- Demonstrated competence in Microsoft Office (creation/maintenance of spreadsheets and documents); i.e., Word, Excel, and databases.
- Attention to detail, accuracy, timeliness, and excellent customer service.
- Ability to establish and maintain effective working relationships with others.
- Ability to organize and maintain office files.
- Experience working with students in higher education.
Physical Demands
Salary Range
$47,695
Special Instructions Summary
All application materials should be submitted via UB Jobs. Application materials submitted directly to the posting contact will not be acknowledged and cannot be considered.
Is a background check required for this posting?
Yes
Contact Information
Contact's Name: Nicole Hayden
Contact's Pronouns: she/her/hers
Contact's Title: HR Officer for Staff Affairs
Contact's Email: nhayden@buffalo.edu
Contact's Phone: 716-645-0729
Posting Dates
Posted: 07/29/2025
Deadline for Applicants: 08/07/2025
Date to be filled: 08/18/2025
