Location: Binghamton, NY Category: Professional Posted On: Fri Oct 25 2019 Job Description:
Budget Title: Senior Staff Assistant (SL-3)
The Senior Staff Assistant for the Institute for Genocide and Mass Atrocity Prevention (I-GMAP) works collaboratively with and provides continual assistance and support to the Institute Co-Directors and Institute Assistant Director for all aspects of the Institute's educational, research, and advocacy activities. The Senior Staff Assistant ensures the efficient operation of the Institute's office, and plays a substantial role in coordinating, implementing, assessing and improving the Institute's varied and growing activities including the administrative support for its graduate and undergraduate programs, its schedule of international visitors, its international conference, and other events throughout the academic year. The Senior Staff Assistant will have sole responsibility for the smooth operation of a complex and challenging office environment, and will work closely with the Co-Directors, the Assistant Director, as well as faculty, students and visitors affiliated with the Institute. The position requires considerable personal initiative, attention to detail, flexibility, capacity to prioritize and work on multiple projects simultaneously with varying deadlines, capacity for self-directed independent work, and excellent written and oral communication skills. This position requires a need for sensitivity to cultural differences as well.
I-GMAP is a fast-paced, very busy and growing institute with active research programs, multiple degree-granting programs, and multiple special events and global guests over the course of the academic year. The Senior Staff Assistant will be able and eager to represent the Institute and to interact with a very broad range of individuals and offices both on campus and in the wider global prevention world, including government and diplomatic officers both in the United States and abroad, and representatives of local, regional, national, and global non-governmental organizations.
The Senior Staff Assistant's responsibilities include:
Monitor the department budget, track expenditures, travel reimbursements, revenues and requisitions for purchase orders.
Coordination of the personnel and business aspects of the department including personnel documentation and HR Forms, travel and reimbursement requests for Institute staff, as well as travel and honoraria for official visitors.
All administrative support to the Institute's senior staff including management of calendars and appointments, scheduling of facilities, organization of meetings both in the Institute's Vestal location and elsewhere, all professional correspondence, and the accurate, timely and procedurally correct processing of all the Institute's communications with its global partners.
Primary interface with all student and international visitors to the Institute, providing accurate and appropriate information to a variety of queries while maintaining confidentiality in cases of protected information.
Responsibility for course building and working with a spectrum of academic departments, programs and colleges at Binghamton University to coordinate the curricular offerings for the undergraduate minor, and graduate certificate program and proposed Master of Science in Genocide and Mass Atrocity Prevention. Work collaboratively with Binghamton's international academic partners to coordinate student and faculty exchanges, student recruitment, and other collaborations.
Manage the Institute's University and Foundation Accounts, ensuring accuracy and planning appropriately for routine and non-routine expenses.
Manage and reconciling corporate credit card and maintaining all office supplies and equipment.
Coordinate the Institute's Practitioner in Residence Program, including making all local arrangements for visiting practitioners, and providing administrative and logistical support for Practitioners before, during and after their residencies.
Assist with planning and logistics for special events including the Institute's annual Frontiers in Prevention conference.
Work directly with the Co-Directors and Assistant Director for the design, production, and distribution of all other Institute publications including its Annual Report.
Work closely with and provide direct assistance to the Institute's Assistant Director on special projects, including the National Mechanisms for the Reduction of Genocide and Other Atrocity Crimes annual publication series.
Work closely with the Co-Directors and the Assistant Director to maintain and expand the Institute's global network of academic and non-academic partnerships for the Field Placement program in the professional Master's Degree in Genocide and Mass Atrocity Prevention, and the Bloom Summer Internship for undergraduate minors in Genocide and Mass Atrocity Prevention.
Work closely with the Assistant Director in direct support of the Institute's foundation grant research, grant writing, submission, and assessment.
Regular oversight and maintenance of the Institute's website and social media platforms.
Supervise, train and support all student staff members, and work in coordination with the Institute's Graduate Assistant where and as needed.
Ensure the timely review, assessment, and where needed revision and improvement of administrative procedures for a smooth-running and efficient office.
May require some evening and weekend work
One to two years of administrative work experience
Ability to work effectively with colleagues and students from culturally diverse backgrounds and to foster a culture of inclusiveness
Excellent oral and written communication skills
Must be highly organized
Ability to multi task
Proficiency with Microsoft Office and proven ability to learn and use new technology, including social media and university systems
Past experience with event coordination
Familiarity with updating websites
Previous financial background and budget planning experience
Past experience with course building
Offers of employment may be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials.
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