Administrative Assistant, ILPB

Position Summary

The Institute for Lasers Photonics and Biophotonics (ILPB) and its constituent units guide and support the universitys research enterprise as well as its economic development and entrepreneurial activities. The Administrative Assistant provides administrative support to senior leadership within ILPB, with primary responsibility for supporting the Executive Director. This role manages the Executive Directors calendar, coordinate travel arrangements and reimbursement processing, and provides logistical and administrative support for meetings. The incumbent also supports purchasing activities and assists with payroll-related appointments and documentation, ensuring timely and accurate processing. In addition, the Administrative Assistant performs a variety of general administrative tasks as assigned, including editing documents and presentations and managing special projects. The position works closely with the ILPB Executive Officer to help coordinate operations and provide backup support as needed.

Primary Duties and Responsibilities include, but are not limited to:

• Maintains and manages Executive Director calendar, including scheduling meetings, coordinating appointments, and prioritizing time-sensitive commitments.
• Coordinates travel and meeting arrangements, including processing related reimbursements.
• Editing documents, including Annual Progress reports for SUNY and UB, and PowerPoint presentations, and assisting in ILPB communication efforts.
• Assisting with managing projects and events.
• Processes and coordinates payroll appointments and documentation.
• Purchasing and processing financial transactions.
• Interacting with students and acting as a liaison with the Executive Director.

The Administrative Assistant must be detail-oriented, adaptable, and able to manage multiple assignments in a fast-paced environment. Strong communication and interpersonal skills, flexibility, and ability to shift priorities are essential. The role requires daily interaction with faculty, business professionals, and community leaders, demanding discretion, tact, and a solid understanding of business protocol.

Minimum Qualifications

• At least 3 years of experience in a high-volume office environment.
• Candidate must have excellent organizational and oral/written communication skills, strong interpersonal, problem-solving and collaboration skills, and the ability to maintain professional standards under demanding time constraints.
• Proficiency in MS Outlook, Word, Excel, and PowerPoint is required.
• The education and experience requirements described in this standard may be satisfied by an equivalent combination of education and experience.

Preferred Qualifications

Associate degree or bachelors degree. Experience with university practices and policies is a plus.