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Operations and Administrative Coordinator

Buffalo, New York ~ June 08, 2020

Working under the supervision of the Recruitment and Community Coordinator, the full‐time CEL Operations and Administrative Coordinator oversees all office procedures, coordinates program operations and handles other tasks as assigned by the Managing Director for both the CEL Alumni Association and the CEL office. Salary is commensurate with experience.
The UB School of Management Center for Entrepreneurial Leadership (CEL) is seeking an Operations and Administrative Coordinator to support the daily operations of the Center. We are seeking an individual with the willingness and desire to collaborate with the CEL team and community in alignment with CEL’s mission. The mission of the UB Center for Entrepreneurial Leadership is to unlock human potential, create jobs, inspire wealth and invigorate the greater Western New York economy and community through entrepreneurial development.
Administrative responsibilities include but not limited to:
• Maintain confidentiality in all aspects of client, staff and agency information
• Oversee all aspects of general office coordination
• Support staff in assigned project‐based work as needed
• Communicate regularly with clients, alumni, Board members and volunteers
• Answer telephones and transfer to appropriate staff member
• Manage calendar of Managing Director and Recruitment & Community Coordinator
• Maintain UB CEL master program calendars and day-to-day departmental operations calendar
• Perform general clerical duties to include, but not limited to, light bookkeeping, copying, faxing, mailing and filing; open, sort & distribute mail and faxes; sign for UPS/FedEx and other packages
• Coordinate and maintain records for staff, office space, telephones, parking, credit cards and office keys
• Support direct office services, such as records, budget preparation, personnel and housekeeping
• Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, Power Point, Access and Excel
• Order and maintain office equipment and supplies & AV equipment
• Attend Board, committee meetings or other meetings as requested in order to record minutes.
• Prepare marketing materials and do mass mailings for CEL and CELAA
• Make travel arrangements for staff, board and volunteers
• Update CELAA website as needed to include posting news items, creating events, managing tickets, and creating and sending email blasts for CELAA events
• Monitor and assist with maintenance of the both organization’s websites
• Update electronic manuals, SOPs, and related documents
• Support efforts to conduct research, compile data and prepare papers for consideration and presentation to the Managing Director, staff and Advisory Boards for both CEL & CELAA
• Prepare agendas and make arrangements for committees, Boards or other meetings
• Manage accounts receivable and accounts payable for the Center
• Update CRM databases
• Assist with the general recruitment efforts of the Center to include creation and execution of marketing pieces
Operational duties to include but not limited to:
• Coordinate and oversee logistical aspects of CEL programs including pre-class preparation and set-up/tear-down of classroom space, meetings and conference
• Collaborate with CEL team to plan and execute occasional events to include RFP process, negotiation and day-of operations
• Assists in special events, such as CELAA events, fundraising activities and the annual meeting.
• Coordinate Presentations at Panasci Competition, MWEE Final Presentations, CELAA Ask the Experts event and others as assigned
Knowledge, Skills and Abilities:
• Exceptional customer service skills
• Strong writing, analytical and problem‐solving skills.
• Computer literate, and proficient in MS Word, Excel, PowerPoint and Access
• Knowledge of principles and practices of organization, planning, records management and general administration.
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers and facsimile machines, DVD recorder, projector and projection TV.
• Ability to follow oral and written instructions.
Since 1923, the UB School of Management has built an impressive reputation as one of the best schools of business in the world. The comprehensive range of our academic portfolio, the expertise of our faculty and the worldwide success of our graduates are the primary reasons for the school’s acclaim. Learn more at mgt.buffalo.edu.
Outstanding Benefits Package:
Working at UB comes with benefits that exceed salary alone. There are personal rewards including comprehensive health and retirement plan options. We also focus on creating and sustaining a healthy mix of work, personal and academic pursuit – all in an effort to support your work-life effectiveness. Visit our benefits website to learn about our benefit packages.
University at Buffalo is an affirmative action equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.

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