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Review Vacancy

Date Posted 10/12/23

Applications Due04/09/24

Vacancy ID141436

AgencyUniversity at Buffalo

TitleC230176 - Administrative Assistant 1 - Epidemiology and Environmental Health

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $44957 to $44957 Annually

Employment Type Part-Time

Part-time Percent 30%

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 15


From 9 AM

To 12 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Erie

Street Address xxx

City Buffalo


Zip Code14214

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:
Associate Degree – preferably in Secretarial Science 3 years experience working as secretary-preferably in a college or university setting. Ability to work independently, organize effectively, and take initiative when appropriate.

Duties Description Position Summary:
The Department of Epidemiology and Environmental Health (EEH) is in the School of Public Health and Health Professions at University at Buffalo, State University of New York. The department has PhD, MS and MPH degree programs including MPH programs in epidemiology, environmental health, and health services administration. EEH also offers an MD/PhD degree and coordinates a combined Internal Medicine – Preventive Medicine Residency Program. The graduate secretary plays a key role in running the department’s academic programs, working closely with the department chair, graduate program director and directors of the department academic programs. The graduate secretary also provides general administrative support for the department as needed and assigned.

Secretary and program coordinator for the director of the EEH graduate program. A candid advisor to the Department Chair and Graduate Program Director on all graduate program matters. Must be able to work independently, organize effectively, and take the initiative on matters within his/her job description.

Duties include

• The Secretary schedules graduate courses for the EEH academic programs
• obtains classrooms in department, school or university space
• informs the department resource manager which adjunct faculty need to be hired for EEH courses each semester
• tracks assistantships and tuition scholarships; assists the department resource manager with administration of tuition scholarships and awards
• coordinates student employee timesheets and other paperwork.
• Is department point of contact for graduate students and department administrative mentor to graduate students.
• Answers questions, assists in problem solving, and provides advice to graduate students and faculty.
• Works independently but must know when to seek guidance.
• He/she coordinates all aspects of graduate education with department chair and director of graduate program including record keeping, M-forms, dissertation/thesis/project defenses, preliminary and comprehensive exams, and graduation. Administers SLATE and SOPHAS admissions systems.
• Accepts EEH affiliated applicants into the program and coordinates graduate admissions with director. Registers students, undergrad and graduate, as needed.
• Verifies student registration and annual student general progress report forms. Coordinates graduate student orientation; speaks at orientation.
• Primary conduit to keep graduate students informed of UB, SPHHP and EEH requirements and activities.
• Administers EEH graduate student files; responsible to develop systems to capture more student file information electronically.

Serves as EEH liaison for the School of Public Health MPH Program and provides administrative support to EEH students and residents. Work with dean’s office to implement changes to MPH program and provides information for accreditation. Is a member of the EEH Education Committee and the EEH Admissions Committee. Organizes these meetings to include scheduling, agenda and minutes; serves as advisor to these committees on graduate matters, assists in making changes with Graduate School and registrar.

Editor and production coordinator of EEH newsletters (frequency determined by EEH Chair), EEH Graduate Student Handbook, and the Education Policy and Procedures Handbook.

Participates in department staff admin team meetings and attends trainings and workshops relevant to the position. Supports the day-to-day operations of the department, such as, but not limited to, distribution of campus mail, opening and closing the department spaces, serving as a point of contact for scheduling of EEH spaces and room access, accepting deliveries, and answering department phone calls and inquiries.

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.

Name Jennifer Forgnone

Telephone 716-829-5362

Fax xxx

Email Address


Street xxx

City Buffalo

State NY

Zip Code 14214


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