Operations Assistant, CBLS
1 day ago
Buffalo
Fiscal Year 2026-2027 Position Title Operations Assistant, CBLS Classification Title Administrative Assistant I Department Business and Entrepreneur Partnerships Posting Number R260114 Posting Link https://www.ubjobs.buffalo.edu/postings/63567 Employer Research Foundation Position Type RF Clerical/Technical Job Type Full-Time Appointment Term Salary Grade N.6 Posting Detail Information Position Summary UB Business and Entrepreneur Partnerships (BEP) is seeking an Operations Assistant, CBLS to support the daily operations and programs at the Center of Excellence in Bioinformatics and Life Sciences (CBLS). Located on the Buffalo Niagara Medical Campus, CBLS is a four-story, high-tech facility that houses a multi-tenant business incubator for deep tech and community startups, university research laboratories for faculty and students, scientific and computing equipment, and serves as the primary location for BEP staff. In this role, you will serve as the first point of contact for BEP at CBLS and play a key role in creating a professional, welcoming, and customer-focused experience for visitors, tenants, researchers, staff, vendors, and community partners. Reporting to the Building Operations Manager, you will support the day-to-day operations of the facility while providing administrative, operational, and customer service support to a diverse community of building occupants and stakeholders. This position requires excellent interpersonal skills, sound judgment, discretion, and the ability to handle sensitive information, building access, and visitor records with integrity and confidentiality. Key Responsibilities Front Desk & Guest Experience Serve as the primary reception point for CBLS, welcoming visitors, tenants, researchers, staff, vendors, and guests in a professional, and customer-focused manner. Answer, screen, and route incoming calls and inquiries. Maintain visitor sign-in/sign-out procedures, badges, and arrival notifications while fostering a welcoming, professional environment. Provide information, directions, and assistance to all stakeholders by delivering exceptional customer service and communicating effectively with individuals from a wide range of backgrounds and organizations. Building Operations & Administrative Support Monitor building access by issuing and deactivating key cards/fobs and maintaining access records. Coordinate and track facility maintenance, repairs, cleaning, security, and other building service requests with vendors and Facilities staff. Support scheduling and setup for conference rooms, shared spaces, and building events. Receive, log, and distribute mail, packages, and deliveries. Maintain inventories of office, kitchen and cleanroom supplies and assist with purchases. Support emergency preparedness activities, including fire drills, evacuation procedures, and visitor accountability. Assist with staff and tenant onboarding/offboarding and maintain operational records, databases, filing systems, reports, correspondence, budgets, contracts, and vendor documentation. Support hospitality functions by maintaining clean, organized, and well-stocked common areas, including kitchen and beverage stations. Program and Event Support Support CBLS programs by assisting with the planning, scheduling, setup, and coordination of meetings, workshops, and special events. Coordinate room reservations, catering, supplies, deliveries, vendor access, and event logistics while providing a welcoming experience for attendees. Assist with event setup, breakdown, and restoration of shared spaces, and provide occasional support during early morning, evening, or weekend events. Safety & Compliance Assist the Building Operations Manager with Environmental Health & Safety (EH&S) programs, laboratory safety initiatives, inspections, emergency preparedness, and regulatory compliance. Maintain safety documentation, training records, signage, and compliance records. Coordinate with EH&S staff, contractors, and service providers, and report safety concerns while assisting with corrective action follow-up. Other duties as assigned. 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. About UB The University at Buffalo is SUNY's most comprehensive public research university, and an outstanding place to work. UB amplifies ambition for faculty and staff by offering endless possibilities to achieve more. Here, people from all backgrounds and cultures challenge and inspire each other to discover, learn and succeed. Dedicated staff and engaged faculty collaborate to further knowledge and understanding, and develop tenacious graduates who are valued for their talents and their impact on global society. Visit our website to learn more about the University at Buffalo. As an Equal Opportunity / Affirmative Action employer, the Research Foundation will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin and veteran or disability status. Minimum Qualifications 3 years of progressively responsible experience in administrative support, customer service, hospitality, facilities support, or a related professional environment. Strong interpersonal, verbal, and written communication skills with the ability to build positive relationships and provide exceptional customer service. Demonstrated ability to manage multiple priorities while maintaining accuracy, attention to detail, and strong organizational skills. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and the ability to quickly learn new software and technology systems. Ability to exercise sound judgment, professionalism, discretion, and confidentiality when handling sensitive information and operational matters. Ability to work independently and collaboratively while demonstrating initiative, reliability, flexibility, and problem-solving skills. Ability to support a physically and emotionally safe environment for employees and visitors alike. Preferred Qualifications 4+ years' experience in a multicultural, high-traffic, or public-facing environment. Familiarity with building operations, facilities coordination, or security/access systems. Experience with building operations, facilities coordination, access control systems, work order systems, and space management activities. Experience working in a higher education, research institution, nonprofit, or startup ecosystem environment. Experience planning or supporting meetings, workshops, conferences, or community events. Our University Community Physical Demands Ability to occasionally lift up to 25 pounds of papers, boxes, etc. around the facility. Must remain in a stationary position 50 percent of the time and occasionally move about inside the building to access file cabinets, office machinery, etc. Driving Requirements This position will never drive a university owned vehicle. Salary Range $50,000 - $55,000 Additional Salary Information The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate. Work Hours 37.5 Campus Downtown Campus Posting Alerts Special Instructions Summary Is a background check required for this posting? No Background Check Notification Contact Information Contact's Name Misha Burleson Contact's Pronouns Contact's Title Contact's Email mishabur@buffalo.edu Contact's Phone 716-881-1706 Posting Dates Posted 07/27/2026 Deadline for applicants Open Until Filled Date to be filled References Number of references required 3 Reference Cutoff Date Instructions to Applicant