Administrative Assistant, ILPB

University at Buffalo

Buffalo, NY

Apply

JOB DETAILS

SALARY

$50,000–$58,000 Per Year

SKILLS

Administrative Skills, Calendar Management, Communication Skills, Detail Oriented, Documentation, Economic Development, Editing, Entrepreneurship, Establish Priorities, Event Management, Financial Transactions, Interpersonal Skills, Leadership, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Organizational Skills, Payroll Administration, Photonics, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Progress Reports, Project/Program Management, Purchasing/Procurement, Radio Frequency, Reimbursement, Team Player, Time Management, Transaction Processing/Management, Travel Planning, University/School Policies, Writing Skills

LOCATION

Buffalo, NY

POSTED

2 days ago

Posting Details

Position Information

Fiscal Year
2025-2026

Position Title
Administrative Assistant, ILPB

Classification Title
Administrative Assistant I

Department
Institute for Lasers Photonics and Biophotonics

Posting Number
R260083

Posting Link

Employer
Research Foundation

Position Type
RF Clerical/Technical

Job Type
Full-Time

Appointment Term

Salary Grade
N.6

Posting Detail Information

Position Summary

The Institute for Lasers Photonics and Biophotonics (ILPB) and its constituent units guide and support the university's research enterprise as well as its economic development and entrepreneurial activities. The Administrative Assistant provides administrative support to senior leadership within ILPB, with primary responsibility for supporting the Executive Director. This role manages the Executive Director's calendar, coordinate travel arrangements and reimbursement processing, and provides logistical and administrative support for meetings. The incumbent also supports purchasing activities and assists with payroll-related appointments and documentation, ensuring timely and accurate processing. In addition, the Administrative Assistant performs a variety of general administrative tasks as assigned, including editing documents and presentations and managing special projects. The position works closely with the ILPB Executive Officer to help coordinate operations and provide backup support as needed.

Primary Duties and Responsibilities include, but are not limited to:

Maintains and manages Executive Director calendar, including scheduling meetings, coordinating appointments, and prioritizing time-sensitive commitments.
Coordinates travel and meeting arrangements, including processing related reimbursements.
Editing documents, including Annual Progress reports for SUNY and UB, and PowerPoint presentations, and assisting in ILPB communication efforts.
Assisting with managing projects and events.
Processes and coordinates payroll appointments and documentation.
Purchasing and processing financial transactions.
Interacting with students and acting as a liaison with the Executive Director.

The Administrative Assistant must be detail-oriented, adaptable, and able to manage multiple assignments in a fast-paced environment. Strong communication and interpersonal skills, flexibility, and ability to shift priorities are essential. The role requires daily interaction with faculty, business professionals, and community leaders, demanding discretion, tact, and a solid understanding of business protocol.

Learn more:

Our benefits, where we prioritize your well-being and success to enhance every aspect of your life.
Being a part of the University at Buffalo community.

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 3 years of experience in a high-volume office environment.
Candidate must have excellent organizational and oral/written communication skills, strong interpersonal, problem-solving and collaboration skills, and the ability to maintain professional standards under demanding time constraints.
Proficiency in MS Outlook, Word, Excel, and PowerPoint is required.
The education and experience requirements described in this standard may be satisfied by an equivalent combination of education and experience.

Preferred Qualifications

Associate degree or bachelor's degree. Experience with university practices and policies is a plus.

Physical Demands

Driving Requirements
This position does not drive a university owned vehicle

Salary Range
$50,000 - $58,000

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

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
Timothy Cryan

Contact's Pronouns

Contact's Title
Executive Officer

Contact's Email
tmcryan@buffalo.edu

Contact's Phone
716-645-4159

Posting Dates

Posted
06/09/2026

Deadline for applicants
Open Until Filled

Date to be filled

References

Number of references required
3

Reference Cutoff Date

Instructions to Applicant

About the Company

University at Buffalo

Resume Resources

Free Resume Templates Free Resume Builder