Administrative Assistant , Department of Physics - NY HELPS

Job Title

Administrative Assistant 1, Department of Physics – NY HELPS

The Physics department at the University at Buffalo seeks an Administrative Assistant 1 who will provide departmental support. The role is customer‑service oriented, requiring excellent service to diverse populations.

• Serve as the administrative contact for department staff and faculty.
• Provide administrative and reception support, including answering the main office phone line, distributing mail, submitting work orders, and maintaining departmental keys.
• Collaborate with the Department Chair on alumni outreach, crowd‑funding efforts, and donor thank‑you notes.
• Hire and supervise work‑study students for the department.
• Assist with department events as needed, such as open houses, accepted student days, honors symposiums, undergraduate convocation ceremonies, and awards ceremonies—including processing awards and notifying students.

NY HELPS — Non‑competitive

• High‑school diploma or equivalency.
• At least two years of experience in administrative support.
• Proficiency with office software (e.g., email, word processing).
• Customer‑service experience.
• Business writing skills.
• Office management capabilities.

Or

• One year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG‑11, or Secretary 1.
• Former state employee requesting reinstatement to the title held or a comparable title.
• Current permanent appointment with a minimum of one year of service in a position of the same title or a transferable title (SG‑6 or above).
• Completion of a 52‑week Administrative Assistant Trainee 1 program and four core administrative support courses.
• Completion of a two‑year traineeship and four core administrative support courses plus four elective courses, as designated by the agency.

• Excellent oral and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, and databases).
• Attention to detail, accuracy, timeliness, and high‑quality customer service.
• Ability to establish and maintain effective working relationships.
• Ability to organize and maintain office files.

Salary: $47,695

University at Buffalo is an affirmative action/equal opportunity employer and welcomes all to apply, including veterans and individuals with disabilities.