Staff Assistant Job at SUNY Buffalo State
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
Information Technology Services
Local Title
Staff Assistant
Budget Title
Staff Assistant
Rank
SL-2
Line Number
20114
Salary Range
$48,000 - $55,000
FTE
Full-Time
Negotiating Unit
UUP
FLSA
Exempt
Department Website
https://it.buffalostate.edu/
Brief Job Description
This position will be responsible for assisting the CIO in the administration of the Information Services and Systems division. Responsibilities include assisting the CIO with management, coordination, and oversight of Information Services and Systems activities such as human resource administration, procurement, budgeting, reporting, maintaining inventories, coordinating travel activities and general office duties. The Assistant to the CIO will also assist Information Services and Systems with the development of the annual report. The position may require some travel.
Essential Responsibilities
(15%) Human Resource Administration: Assist in Human Resource activities such as coordinating performance programs and evaluations, managing new position requests and employee change requests. Assist in the recruitment process for open positions within Information Services and Systems.
(15%) Procurement: Assist in the procurement of hardware, software, and miscellaneous supplies according to New York State and SUNY policies and guidelines. This includes obtaining price quotes from various vendors; preparing purchase requisitions; tracking and following up on the status of purchase orders; and verifying the accuracy of deliveries. Also, assist in verifying the accuracy of invoices, approve timely payments of invoices, and reconciliation of credit card statements and accounts.
(15%) Budget: Assist in the preparation and the monitoring of the Information Services and Systems budget. This includes assisting in tracking expenditures and reconciliation of accounts. It also includes assisting in gathering budgetary information and statistics for financial reports.
(15%) Reporting: Prepare reports as needed for the CIO, members of the CIO’s executive team and Buffalo State Administration. This includes coordinating the assembly of the Information Services and Systems annual report.
(10%) Hardware/Software Inventory: Maintain an electronic inventory of hardware and software purchased to support Information Services and Systems activities and accurate records of hardware and software assigned to staff members. In addition, it includes maintaining up-to-date property loan forms.
(10%) Travel: Assist CIO and direct reports with registering for conferences and training workshops. This includes registering the staff member for the event, making travel arrangements, and preparing accurate travel documents such as travel estimates, advances, and reimbursement vouchers.
(10%) General Office: Assist in answering telephones, scheduling meetings, and miscellaneous office tasks.
Secondary Responsibilities
(5%) Website: Assists in the maintenance of the CIO website for dissemination of reports, project updates and meeting agendas & minutes.
(5%) Events: Provides assistance in scheduling Information Systems and Services-sponsored events, workshops and symposia.
Essential Responsibilities
(15%) Human Resource Administration: Assist in Human Resource activities such as coordinating performance programs and evaluations, managing new position requests and employee change requests. Assist in the recruitment process for open positions within Information Services and Systems.
(15%) Procurement: Assist in the procurement of hardware, software, and miscellaneous supplies according to New York State and SUNY policies and guidelines. This includes obtaining price quotes from various vendors; preparing purchase requisitions; tracking and following up on the status of purchase orders; and verifying the accuracy of deliveries. Also, assist in verifying the accuracy of invoices, approve timely payments of invoices, and reconciliation of credit card statements and accounts.
(15%) Budget: Assist in the preparation and the monitoring of the Information Services and Systems budget. This includes assisting in tracking expenditures and reconciliation of accounts. It also includes assisting in gathering budgetary information and statistics for financial reports.
(15%) Reporting: Prepare reports as needed for the CIO, members of the CIO’s executive team and Buffalo State Administration. This includes coordinating the assembly of the Information Services and Systems annual report.
(10%) Hardware/Software Inventory: Maintain an electronic inventory of hardware and software purchased to support Information Services and Systems activities and accurate records of hardware and software assigned to staff members. In addition, it includes maintaining up-to-date property loan forms.
(10%) Travel: Assist CIO and direct reports with registering for conferences and training workshops. This includes registering the staff member for the event, making travel arrangements, and preparing accurate travel documents such as travel estimates, advances, and reimbursement vouchers.
(10%) General Office: Assist in answering telephones, scheduling meetings, and miscellaneous office tasks.
Secondary Responsibilities
(5%) Website: Assists in the maintenance of the CIO website for dissemination of reports, project updates and meeting agendas & minutes.
(5%) Events: Provides assistance in scheduling Information Systems and Services-sponsored events, workshops and symposia.
Required Qualifications
Bachelor’s degree.
Prior experience in similar position.
Experience using MS Office (M365) and advanced features of Microsoft Excel.
Excellent presentation skills, interpersonal skills, and written communication skills.
Excellent organizational skills.
Demonstrated quantitative skills.
Ability to forge collaboration and interact with all levels of management.
Experience working on virtual teams, including the use of online collaboration tools.
Preferred Qualifications
Administrative experience in an Information Technology environment.
Understanding of Information Technology (IT) infrastructure.
Experience with accounting tools.
Knowledge of business policies, regulations and financial systems in SUNY and NYS.
Experience managing financial operations in SUNY or other NYS agency, e.g., revenue & accounts. receivable, procurement & accounts payable and account reconciliation.
Experience in developing business and financial plans.
Anticipated Date of Hire
02/23/2023
Priority Review Date
Application Deadline Date
Open Until Filled
Yes
Special Instructions to Applicant
Contact Person
Contact Email
Contact Fax
Quick Link for Direct Access to Posting
https://jobs.buffalostate.edu/postings/6669
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 kawalel@buffalostate.edu 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
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