Benefits:

Competitive salary

Flexible schedule

Health insurance

Part-Time Office Administrator

Organization: Buffalo Institute for Medical Research (BIMR), a 501(c)(3) nonprofit

Location: Buffalo VA Medical Center

Work Arrangement: Primarily on-site, with potential for a hybrid schedule

Reports To: Executive Director

Schedule: Part-time, 15–25 hours per week

Work Hours: Monday–Friday, between 8:00 a.m. and 4:00 p.m.

Compensation: $25–$30 per hour, commensurate with experience

Anticipated Start Date: March 2

POSITION SUMMARY

The Part-Time Office Administrator provides essential administrative, financial, and operational support to the Buffalo Institute for Medical Research (BIMR), a VA-affiliated 501(c)(3) nonprofit organization. Reporting directly to and working under the general supervision of the Executive Director, this role ensures that day-to-day office operations and administrative systems function efficiently in support of BIMR’s research and education mission.

This role is primarily on-site at the Buffalo VA Medical Center, with the potential for limited hybrid work as responsibilities, experience, and organizational needs allow. Applicants must be able to reliably commute to the Buffalo VA Medical Center.

KEY RESPONSIBILITIES

• Administrative & Office Operations

• Prepare professional correspondence and organizational documents as required

• File and maintain corporate records and general correspondence

• Support scheduling, meetings, and office procedures

• Maintain office equipment and supply inventories

Research & Investigator Support

• Maintain an up-to-date database of BIMR-administered research projects

• Create and maintain folders for newly approved research projects

• Assist with maintaining investigator research project files

• Respond to investigator inquiries and provide administrative support

Financial & Records Management

• Distribute monthly account statements to investigators

• Place and track purchase orders for investigators

• Maintain organized purchase order and invoice files

• Receive and post incoming checks and prepare bank deposits

• Prepare and mail signed checks for vendor payments

• Maintain a fiscal year database tracking sponsor and donor contributions

• Prepare financial documentation for the annual accounting audit

• Prepare and manage sponsor correspondence and invoicing

QUALIFICATIONS

• Associate’s Degree required; Bachelor’s Degree preferred

• Previous experience as an Office Administrator or in a similar administrative role preferred

• 2–3 years of proficiency with QuickBooks, ADP, and the Microsoft Office Suite (Excel, Outlook, Word) required

• Strong understanding of office systems, procedures, and equipment

• Excellent time management skills with the ability to prioritize multiple tasks

• Strong attention to detail and problem-solving skills

• Excellent verbal and written communication skills

• U.S. citizenship required

• Must be able to successfully pass a federal background check

BENEFITS & PERKS

• Flexible part-time scheduling

• Competitive hourly compensation

• Opportunities for career advancement

• Health insurance available, if needed

HOW TO APPLY

Interested candidates should submit a resume and a brief cover letter outlining their interest in the position and relevant experience.

Applications will be reviewed on a rolling basis until the position is filled.

Final candidates will be required to successfully complete a federal background check.

EQUAL EMPLOYMENT OPPORTUNITY

The Buffalo Institute for Medical Research is an Equal Opportunity Employer.

Qualified veterans and eligible military spouses are strongly encouraged to a