Location: Binghamton, NY Category: Professional Posted On: Wed Sep 18 2019 Job Description:
Budget Title: Senior Staff Assistant (SL-3)
The Senior Staff Assistant for the Office of Graduate Recruitment provides comprehensive support to the Director enabling the efficiency and effectiveness of the Director and office operations.
The Senior Staff Assistant coordinates multiple, complex priorities in a demanding, fast paced and high-profile environment facilitating the efficient utilization of the Director's time and travel and managing office workflow by simultaneously handling numerous details and challenging situations. This includes screening requests made of the Director for appropriateness and dispositioning of requests. At all times, the Senior Staff Assistant maintains confidentiality and a high degree of discretion.
As an integral member of the Office, the Senior Staff Assistant works closely with the Director and office colleagues, acting as a liaison and communication focal point to campus partners as well as other external stakeholders including prospective students and university partners.
This position supports the overall operations for the Office of Graduate Recruitment.
Work closely with the Director offering recommendations to ensure smooth day-to-day operation, determining action items, troubleshooting conflicts and handling responses independently, when appropriate.
Assist the Director with various aspects of his or her responsibilities, including preparing the Director for meetings, presentations and coordinating meetings for the Director at his or her request.
Act as first line of contact for the Office of Graduate Recruitment.
Work collaboratively in a team environment with office and university colleagues, including the Graduate School, academic Dean's Offices and Departments, the University President's Office, the Provost's Office and the University's Communications & Marketing Office, supporting various projects and initiatives.
Build and maintain effective relationships with all stakeholders including feeder institutions and campus leadership, academic unit Dean's Offices, graduate directors and graduate program staff, faculty and staff and key partners on campus, such as the Graduate School, Communications and Marketing, International Student and Scholar Services.
Work with campus offices to obtain reports on graduate admissions and enrollment.
Plan and implement special event programming as required, with attention to detail and problem resolution as required.
Support the implementation of recruitment strategies and tactics, including international partnership agreements with campus units.
Manage the operations of the office including, but not limited to, monitoring the department budget, tracking expenditures, managing and reconciling a purchasing card and various vouchers and receipts, making travel arrangements & processing travel reimbursements; performing records management using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed and including travel and reimbursement ensuring compliance with international regulations, completing and processing visa applications; completing requisitions for purchase orders of office supplies and recruitment materials.
Manage pre & post logistics of graduate fair/recruiting event attendance.
Coordinate the personnel and business aspects of the department, including personnel documentation and HR Forms.
Bachelor's degree and five or more years of related experience with proven office administration and customer service skills required.
Relevant professional experience developing and executing program plans and managing associated financials/logistics.
Demonstrated ability to exercise sound judgment, and handle confidential matters with tact and discretion.
Must be highly motivated and detailed oriented with the flexibility to multi-task and the ability to change direction as needs require; able to work well under pressure, problem solve and able to think outside the box.
Must be very personable with demonstrated strengths in interpersonal relations and the ability to collaborate and communicate complex material effectively with a diverse group of individuals including faculty, staff, senior administrators, industry partners, students and visitors.
Must possess strong oral/written communication skills and technical expertise in business management tools including spreadsheets, word processing, calendar tools, and presentation software.
Preferred skills include work experience using social media; proficiency with editing/updating web-based information and databases.
Works in a professional and focused manner to schedule and prepare for internal and external meetings with various stakeholders including campus leadership, faculty and staff, industry and university partners, advisory board members and project teams.
Ability to work in a team environment and build cooperative relationships with a diverse group of individuals.
Personable with a calm and professional demeanor and ability to respond quickly to problems/issues in an efficient manner and able to handle confidential matters with tact and discretion.
Strong oral and written communication skills and the ability to use independent judgment and discretion.
Ability to learn and use university business systems to complete purchasing of equipment and supplies, routine monthly reconciliations, processing of reimbursements as well as tracking program spending against budget.
Able to travel and work evenings and weekends on occasion.
Experience with databases such as Slate & Banner
Offers of employment may be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials.
Binghamton University is a tobacco-free campus.
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 firstname.lastname@example.org
Equal Opportunity/Affirmative Action Employer The State University of New York is an Equal Opportunity/Affirmative Action Employer. It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.
As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates. This requirement extends to employment and admission. Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR). Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here.
Internal Number: 115954
About Binghamton University
Binghamton University is a world-class institution that unites more than 130 broadly interdisciplinary educational programs with some of the most vibrant research in the nation. Our unique character — shaped by outstanding academics, facilities and community life — promotes extraordinary student success.
Binghamton merges rigorous academics, distinguished faculty and state-of-the-art facilities to engage and challenge its 17,000 students. The high-achieving Binghamton student body also represents a great diversity of life experiences, from first-generation college-goers to international students. Beyond their talent, these classmates share a desire to shape the future through technology, insight, intellectual exploration and community service.