Staff Assistant to Design, Long Term Planning and Construction Groups
Binghamton University
Binghamton, NY
Full-time
Design
Posted on April 29, 2024
About Binghamton University:
Binghamton University is a premier public R1 research institution in the State University of New York (SUNY) system that unites more than 130 broadly interdisciplinary educational programs with some of the most vibrant research in the nation. Our unique character - shaped by our mission, outstanding academics, facilities, and community life - promotes extraordinary student success, research, and service; Binghamton University is where our students, faculty and staff thrive.
Working at Binghamton University is more than about having a great job - it is about having the opportunity to flourish in an exciting, engaging environment. Our faculty and staff appreciate Binghamton's collegial and inclusive culture and its commitment to excellence, education, innovation and civic engagement. Our diverse campus community contributes to our success.
Binghamton merges rigorous academics, distinguished faculty, exceptional staff, and ultramodern facilities to engage and challenge its 18,000+ students. The high-achieving Binghamton student body also represents a great diversity of life experiences, from first-generation college-goers to international students. Beyond their talent, these classmates share a desire to shape the future through technology, insight, intellectual exploration, and community service.
We are an affirmative action/equal opportunity employer, and in keeping with this commitment, we welcome all to apply, including veterans and persons with disabilities.
Job Description:
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.
Requirements:
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
- Architectural/Engineering design firm or construction company experience
- Previous work experience in complex multi-disciplinary and fast-pace setting
Additional Information:
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.
Application Instructions:
All applicants must apply via Interview Exchange: https://binghamton.interviewexchange.com/jobofferdetails.jsp?JOBID=173958
Deadline for Internal Applicants: April 11, 2024
Deadline for External Applicants: Open until filled
Review of applications will begin immediately and continue until the vacancy is filled.
Please submit:
Resume,
Cover letter, and
Contact information for three professional references
You may add additional files/documents after uploading your resume. After you fill out your contact information, you will be directed to the upload page. Please login to check/edit your profile or to upload additional documents: http://binghamton.interviewexchange.com/login.jsp.
