Assistant to the Vice President

Category:: Professional
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Department:: University Communications & Marketing
Locations:: Binghamton, NY
Posted:: May 6, 2025
Closes:: Open Until Filled
Type:: Full-time
Ref. No.:: 03193
Position ID:: 187776
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 who value cutting-edge, and community-engaged research, teaching and service, exceptional staff, and ultramodern facilities to engage and challenge its 18,000+ students. Our high-achieving student body represents diverse 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: Senior Staff Assistant (SL-3)

Salary: $65,000 - $75,000 (commensurate with experience)

The Division of Communications and Marketing seeks an Assistant to the Vice President. This position reports directly to the Vice President of Communications and Marketing.

This position will be responsible for providing comprehensive administrative and logistical support to the Vice President in managing a multifaceted agenda, human resource processes, division budget and financial reporting. In addition, this position will oversee workplace resources and processes to ensure a smooth and efficient workflow for all staff throughout the division.

Key Responsibilities:

• Financial
  • Monitor and balance budget activity
  • Produce in-depth monthly financial reports, targeted summaries, and specialized reports
  • Analyze financial data and generate monthly, quarterly, and annual budget reports
  • Manage fiscal year-end budget reconciliations and new year allocation process
  • Manage division accounts numbers and organizations; oversee contracts and agreements
  • Process payables, receivables, and adjustment transactions
  • Support forecasting and financial planning efforts by providing detailed budget analyses and variance explanations
  • Manage and maintain accurate financial records, including journal entries, account reconciliations, and expense tracking
  • Collaborate with Vice President to interpret financial information and provide recommendations for budget adjustments
  • Develop and maintain complex MS Excel spreadsheets, including use of formulas, pivot tables, VLOOKUP, and data visualization tools
  • Identify and implement process improvements in financial tracking and reporting

• Administrative
  • Manage the Vice President's complex schedule
  • Coordinate event and travel arrangements
  • Assist with correspondence, documents, reports, and presentations
  • Prepare agenda items, meeting materials and minutes
  • Maintain division personnel records, contact lists, organization chart and personnel web content
  • Monitor key human resource action dates
  • Coordinate renewal reporting
  • Prepare documents for retention and promotional awards
  • Assist with the personnel search process and onboarding of new personnel
  • Oversee system and security permissions, licenses, and shared facilities
  • Manage division space assignments
  • Manage supplies and equipment
  • Maintain inventory records and replacement plan
  • Assist all staff with calendar and travel arrangements, meeting and event facilities, workplace resources and processes, and technology and facility maintenance work orders
  • Maintain administrative procedure manual and division emergency procedure manual
  • Serve as division project coordinator for renovations, relocations, and facility changes
  • Serve as liaison between accounts payable, purchasing and budget offices
  • Work collaboratively and independently across organizational lines
  • Prioritize and meet deadlines on multiple tasks with changing priorities
  • Identify and resolve issues proactively and efficiently

Requirements:

• Bachelor's degree
• Experience managing an office environment with a large number of staff
• Experience working with sensitive information and maintaining confidentiality
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google G-Suite, including MS Excel formulas and pivot tables
• Excellent administrative, writing, and proofreading skills
• Excellent verbal communication and interpersonal skills

Preferred

• Higher-education experience
• Familiarity with SUNY and/or Binghamton University financial systems, policies, and procedures
• Familiarity with SUNY and/or Binghamton University human resource forms, policies, and procedures
• Familiarity with SUNY and/or Binghamton University facilities and work order procedures (B-There, ITS, Facilities Management, Telecommunications, etc.)

Visa sponsorship is not available for this position

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 or via email at

Payroll information can be found on our website

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:

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 .

Binghamton University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact: Ada Robinson-Perez, ADA Coordinator email: or .

Application Instructions:

All applicants must apply via Interview Exchange:

Deadline for Internal Applicants:

Deadline for External Applicants: Open until filled

Review of applications will begin immediately and continue until the vacancy is filled.

Please submit:

1. Resume,
2. Cover letter, and
3. 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: .