Budget Title: Staff Assistant (SL-2)

Salary: $47,261- $55,000 (Commensurate with experience)

The Planning and Construction Management and Design Group's Staff Assistant position is a salaried, professional position that provides administrative support to the Directors of Design, Planning and Construction Management, and staff of both groups. This person will work closely with both campus and in-house design professionals such as architects, engineers, designers, consultants, project coordinators, and campus customers.

The selected candidate will be expected to work efficiently in this customer service-orientated environment, subjected to frequently changing priorities, while communicating with internal and external staff, as needed, with a focus on customer service.

Responsibilities include:

• Provide confidential administrative support to the Director of Design and Director of Planning and Construction Management.
• Review incoming correspondences to determine necessary action and/or notification to appropriate staff. Establish a system to follow-up on inquiries to staff and/or deadlines to assure timely closure or resolution.
• Draft and finalize correspondences, schedule meetings, and maintain the calendar of the Directors. Review calendar with Directors as needed.
• Assist Directors and group staff with travel arrangements (hotel, rental car, etc.), conference/training registrations, etc. Organize and process State forms for attendance and reimbursements. Process state travel forms for the Directors, and group staff.
• Assist staff with tracking NYS Code Certification hours, submitting Professional Development credits and other trainings used to maintain staff certifications.
• Maintain the performance evaluation schedule for group staff members, and make certain that each employee has an active performance program and updated evaluation in the Human Resource files.
• As requested, assist Designers with contract reporting, bidding information and Wicks Waiver paperwork required by Campus Business Office. Organize and expedite procurement of outside consultant design services with Design Team and Facilities Management Business Office. Provide administrative support to the Assistant Director of Purchasing in procuring contractual services as necessary.
• Schedule meetings, attend and provide meeting minutes, as requested by the Directors and group staff.
• Provide administrative support for construction permitting. This includes facilitating the appropriate forms and documentation, while working closely with the project managers, as well as, the Director of Design (current Campus Code Official). Schedule review sessions with Director of Design and project manager, as necessary.
• Maintain records of issued permits and see that permits are forwarded to appropriate departments outside of Facilities Management.
• Maintain the Facilities Management Project Spreadsheet. This entails staying up-to-date on project statuses, overseeing that project managers and Directors are updating the spreadsheet, and communicating the information to appropriate staff. The Facilities Management Project Spreadsheet generally includes 160 projects in various stages.
• Enter service requests initiated by the Directors or group staff into the Maximo system.
• On a biweekly basis, verify all service requests and projects assigned to Design and Long-Term Planning and Construction are listed and on the appropriate Directors schedule. Prepare a list to review with Design Team Management group at their bi-weekly meeting.

Visa sponsorship is not available for this position

• Bachelor's degree
• Minimum of (4) years of experience working in an office setting
• Computer literacy
• High level of computer proficiency in a variety of software programs, including word processing, spreadsheets, and database applications
• Ability to learn new software
• Excellent written, verbal, and electronic communication skills
• High level of interpersonal and organizational skills
• Ability to perform calmly under stress and handle multiple assignments simultaneously
• Ability to independently prioritize workload and adapt to rapidly changing priorities
• Maintain confidentiality

Preferred:

• Architectural/Engineering design firm or construction company experience
• Previous work experience in complex multi-disciplinary and fast-pace setting

Offers of employment may be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials.

Binghamton University is a tobacco-free campus.

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 info@goer.ny.gov

Payroll information can be found on our website https://www.binghamton.edu/offices/human-resources/payroll/

Cover letters may be addressed "To the Search Committee."

Postings active on the website, accept applications until closure.

For information on the Dual Career Program, please visit:
https://www.binghamton.edu/offices/human-resources/prospective/dual-career/index.html

Equal Opportunity/Affirmative Action Employer
The State University of New York is an Equal Opportunity/Affirmative Action Employer. It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.

As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates. This requirement extends to employment and admission. Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR). Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here.