Job Details

Administrative Assistant, Renew Institute

Position Number: 7298241
Location: Buffalo, NY
Position Type: Secretary and Administrative Assistants

Administrative Assistant, Renew Institute

Position Information

Position Title: Administrative Assistant, Renew Institute
Department: Renew Institute
Posting Link: https://www.ubjobs.buffalo.edu/postings/63166
Job Type: Full-Time

Posting Detail Information

Position Summary

The RENEW Institute is seeking an Administrative Assistant to provide general logistical support for the institute, including management of the directors calendar. The successful applicant will have demonstrated in previous jobs the capacity to manage concurrent projects; support event planning; prioritize, track, and execute tasks; and be equally comfortable working independently and collaboratively. This position would be most suitable for a dependably well-organized person who maintains composure under pressure, fields constructive criticism with professionalism, and handles time-sensitive matters with efficiency and discretion.

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

Manage the Directors Outlook calendar and maintain Directors CV by regularly updating publications, grants and professional activities.
Contributing to ongoing event planning efforts (e.g., order catering, book hotels, and attend to other event-related tasks for senior management).
Supporting proposal submission (e.g., proofread CVs; reformat documents for consistency; use academic citation software and create bibliographies; compile documents).
Compiling information to be used in Currents, the institutes quarterly newsletter.
Providing support for general office administration (e.g., help maintain office supplies; assist with electronic filing system on Box.com).
Assisting with travel planning, including preparation of pre-travel approvals and expense reimbursements.
Using/developing proficiency in UB software, platforms, and systems.
Helping to update RENEW website.

The RENEW Institute is a university-wide, multi-disciplinary research institute that focuses on complex energy and environment challenges, as well as the social, environmental, and economic justice issues to which they are connected. Ideally, we seek applicants who care about the environment and would welcome opportunity to learn more about scientific research and projects over time.

Learn more:

Our benefits, where we prioritize your well-being and success to enhance every aspect of your life.
Being a part of the University at Buffalo community.

As an Equal Opportunity / Affirmative Action employer, the Research Foundation will not discriminate in its employment practices due to an applicants race, color, religion, sex, sexual orientation, gender identity, national origin and veteran or disability status.

Minimum Qualifications

At least 3 years experience in high volume office environment, or equivalent combination of education and experience.
Proficiency with stand computer programs, e.g., Microsoft Office Suite (especially MS Word, Excel, PowerPoint, and Outlook); Zoom; and Google Docs.
Track record of learning and working with new apps and systems.
Prior success in a fast-paced, professional office environment.
Equivalent combination of education and experience.

Preferred Qualifications

Bachelors degree.
Background in higher education administration.
Experience supporting PIs in proposal preparation.
Familiarity with EndNote software for bibliographies and reference organization.
Understanding of and experience with graphic design tools (PowerPoint, Adobe Illustrator, etc.).
Proficiency with UB software and systems, including Click, MailChimp, ShopBlue, Concur, and CMS.

Physical Demands

Salary Range
$50,000 - $58,000

Special Instructions Summary

Is a background check required for this posting?
No

Contact Information

Contact's Name: Sarah Koss
Contact's Pronouns:
Contact's Title: HR & Finance Assistant
Contact's Email: srkoss@buffalo.edu
Contact's Phone: 716-645-0312

Posting Dates

Posted: 07/06/2026
Deadline for Applicants: Open Until Filled
Date to be filled: