Review Vacancy

Date Posted: 12/08/23
Applications Due: 06/05/24
Vacancy ID: 145793

Position Information


AgencyUniversity at Buffalo

TitleC230207 - Administrative Assistant 1 - Environment, Health and Safety

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $44957 to $44957 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%


Workweek Mon-Fri

Hours Per Week 37.5


From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No


County Erie

Street Address xxx

City Buffalo


Zip Code14214

Job Specifics

Minimum Qualifications
Minimum Qualifications:
Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.

Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).

Administrative Assistant Trainee 1 Transfer Eligibility Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-6 or above).

Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 and successfully completed the four core administrative support courses.

Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship and successfully completed the four core administrative support courses and the four elective administrative support courses, as designated by the agency.

Keyboarding requirement: Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.


A completed application is required for this position. If you receive a canvass letter, DO NOT APPLY for this position. You must apply to the web address provided on your canvass letter.

Preferred Qualifications:
The preferred candidate will possess a proactive outlook and be self-motivated; fluent in Microsoft Office Suite products (including, Word, Excel, Power Point and database applications) as well as university business systems; effective in a team environment; strong oral and written communication.

The preferred candidate will also possess the following:

• Ability to establish effective working relationships with people at all levels of the organization.
• Knowledge of administrative practices, procedures and proper grammar usage, punctuation and spelling.
• Ability to effectively use Microsoft Outlook for scheduling.
• Anticipate workload/projects and respond proactively
• Ability to use computerized databases in a variety of electronic formats.
• Discrete and respects confidentiality
• Able to advance numerous projects simultaneously
• Anticipates workload/projects and responds proactively
• Detail orientated
• Communicates clearly and professionally

Duties Description Position Summary:
As an Administrative Assistant 1 you will be responsible for administrative and clerical support to the 29 Environment, Health & Safety (EH&S) technical staff (all except the EH&S Director) members. Additionally responsible for all administrative and clerical support for the University Senior Emergency Manager. Reports directly to the Environment, Health & Safety (EH&S) Associate Director.

Specific tasks may include:
• Provide executive level support for the Senior Emergency Manager. Coordinate and organize administrative activities and direct the flow of information.
• Coordinate information flow by acting as an EHS departmental liaison to customers.
• Answer phones, respond to EH&S inquiries and direct callers to the appropriate technical resource.
• Monitor the EH&S Customer Service request system, identify issue for follow up, route to appropriate staff for attention. Then monitor to ensure work orders are being completed.
• Effectively utilize the Maximo Business System and Microsoft Office platform (TEAMS, WORD, EXCEL, OUTLOOK, POWERPOINT) to produce communications, letters, reports, charts, graphs , and other documents as needed.
• Generate Maximo purchase requests , submit, receive, and track purchases and deliveries.
• Prepare agendas and meeting minutes for committees to which the Senior Emergency Manager and Senior EHS Staff belong.
• Provide confidential support on issues related to university incidents/accidents and security of hazardous materials.
• Assist with Front Desk reception duties serving University Facilities and the campus community, direct visitors and route incoming mail.
• Create and maintain databases related to EH&S trend tracking and goals.
• Take effective minutes at technical and business committee meetings.
• Complete general human resource and purchasing duties using multiple university systems (Concur, eptf, Shop Blue etc.)
• Utilize desktop publishing software (Microsoft Excel, Word, and PowerPoint) to produce outgoing and interdepartmental memos, letters, reports, databases, charts, graphs and other documents.
• Provide support for internal training programs

Outstanding Benefits Package
Working at UB comes with benefits that exceed salary alone. There are personal rewards including comprehensive health and retirement plan options. We also focus on creating and sustaining a healthy mix of work, personal and academic pursuit – all in an effort to support your work-life effectiveness. Visit our benefits website to learn about our benefit packages.

About The University at Buffalo
The University at Buffalo (UB) #ubuffalo is one of America’s leading public research universities and a flagship of the State University of New York system, recognized for our excellence and our impact. UB is a premier, research-intensive public university dedicated to academic excellence. Our research, creative activity and people positively impact the world. Like the city we call home, UB is distinguished by a culture of resilient optimism, resourceful thinking and pragmatic dreaming that enables us to reach others every day. Visit our website to learn more about the University at Buffalo.

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

Additional Comments Additional Information:
University at Buffalo is an affirmative action/equal opportunity employer and in keeping with our commitment, encourages women, minorities, persons with disabilities and veterans to apply.

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

Some positions may require additional credentials or a background check to verify your identity.

Contact Information

Name David Vasbinder

Telephone 716-829-3301

Fax xxx

Email Address


Street xxx

City Buffalo

State NY

Zip Code 14214


Notes on ApplyingApplications for this position will only be accepted online. To apply, please visit: