Administrative Assistant II

Overview

In this role, Administrative Assistant II will be an integral member in the Office of the Chair within the Department of Medicine
, collaborating to ensure operational efficiency and effectiveness across all five pillars within the department: clinical, education, research, faculty/staff development, and community engagement. Your responsibilities include:

Employee Life Cycle

• Standardization and streamline office job posting processes.
• Compile all necessary paperwork and documentation needed for routing and approvals.
• Organizing and facilitating office onboarding and offboarding activities; including the creation of templates, resources, and ensuring timely process.
• Assist with ensuring promotions and performance and reviews timelines are disseminated and completed with department leadership.
• Assist with department-wide appointments, re-appointment, and termination processes.
• Prepares and maintains all confidential records and files related to faculty/staff matters.

Data Entering & Tracking

• Initiate ePTFs and collaborate with department staff as it relates to its respective funding sources, data entering and tracking completion of processes.
• Tracking and reporting information from various systems.
• Assists with space and facilities tracking and reporting.
• Compile and prepare reports from multiple sources according to a predetermined reporting schedule.

Operational Excellence

• Assist in the standardization of department-wide processes and ensuring timely completion of core tasks.
• Assist in creating and maintaining department-wide standard operating procedures.
• Assist with organizing and facilitating department events and activities.
• Provide cross coverage among other office staff assistant positions.
• Identify and address problems or obstacles in system and procedures related to operational.
• Perform other duties as assigned.

Learn more:

Benefits — Our benefits, where we prioritize your well-being and success to enhance every aspect of your life.

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.

• A bachelor’s degree in an appropriate field and up to 2 years related experience.
• Coordination of activity with a wide variety of other administrative units and external agencies requires strong interpersonal skills.

Combination of education and experience may be considered.

• Minimum of 4 years progressive experience in an office setting.

Salary Range
: $48,000 - $50,000

Work Hours
: 40 hours per week.

Campus

Posting Alerts

Special Instructions Summary

Is a background check required for this posting? No

Contact's Name

Contact's Pronouns

Contact's Title Staff Assistant

Contact's Email

Contact's Phone

Posted

Posted 01/02/2026

Deadline for applicants Open

Date to be filled

02/01/2026

Number of references required 3

Reference Cutoff Date

Instructions to Applicant

Required fields are indicated with an asterisk (*).

• * Please indicate your current employment affiliation with the University at Buffalo.
• Faculty
• Faculty Student Association (FSA)
• Research Foundation Employee
• State Classified
• State Professional
• UB Foundation
• TA/GA
• Student
• No Current Employment Affiliation

• * How did you first hear about this employment opportunity?
• Chronicle of Higher Education
• HERCjobs.org
• Conference
• Personal Referral
• UBJobs.buffalo.edu
• Other

UB is an AA/EOE and welcomes all to apply including veterans and individuals with disabilities. Arrangements will be made if an applicant has a disability in order to provide access to the application, interview and selection process upon request. Reasonable accommodation requests must be made in a timely manner by email at diversity or by phone .