ID Office Manager, University Police & Public Safety

 

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

UUP

Job Summary:

The Department of University Police & Public Safety at SUNY Downstate Health Sciences University is seeking a full-time ID Office Manager / Senior Staff Assistant. The successful candidate will:

• Manage the day-to-day operations of the campus ID Office.
• Be responsible for maintaining staffing in the ID Office during business hours.
• Ensure that ID cards are issued appropriately, following established procedures and requirements.
• Ensure that proper records are retained.
• Maintain an updated inventory of all supplies, creating requisitions and placing orders promptly with vendors as necessary, to ensure adequate supplies available at all times particularly during high demand times, such as orientations.
• Be responsible for completion, submission, and tracking of all procurement documentation related to ID office supplies and purchases, ensuring expenses do not exceed the annual budget allocation.
• Manage the unit’s procurement credit card, and be responsible for monthly certification and submission of related purchase documents.
• Schedule any necessary maintenance and/or repair for all ID equipment.
• Serve as office liaison/business partner with the Department of Human Resources, Student Life as well as all academic staff in the planning and distribution of ID cards at new student/employee orientations; be responsible for uploading new student photos to shared drive via Academic Applications; be comfortable and responsible for speaking at orientations, providing information about the University Police Department, parking and safety on and around campus.
• Assist with set up and staffing the ID distribution for student, resident, and volunteer orientations.
• Assist the University Police Access Control Unit with the delegation of access to restricted areas on campus.
• Work on special projects related to the ID system, and manage the set up and coverage for large ID distribution events; work closely with other University Police staff and/or IT staff regarding upgrades or changes to the system, as necessary.
• Be responsible for maintaining and updating the webpage for the University Police ID Office on the SUNY Downstate website.
• Be accountable for the supervision to one Staff Assistant.
• Assist with all administrative functions within the University Police Department, as needed. 
• Demonstrate flexibility as the position is not limited to the above job description and additional duties and/or responsibilities may be required as business needs demand.

Required Qualifications:

• Bachelor’s Degree.
• 5+ years of related, applicable administrative experience.
• Excellent administrative, written, and oral communication and organizational skills.
• Ability to work in a team environment and communicate effectively within all levels of the organization.
• Strong computer skill set (MS Office Suite: Outlook, Excel, Word, PowerPoint).
• Or, an acceptable equivalent combination of experience, training and education to the above.

Preferred Qualifications:

• Proficiency in both Guard Card and IDMS software systems.
• Knowledge of SUNY Downstate’s procurement process and tracking of expenditures.

Work Schedule:

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:

SL-3

Salary Range:

Commensurate with experience and qualifications

Executive Order:

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