Required Qualifications: (As evidenced by an attached resume)
Bachelor's degree (Foreign equivalent or higher degree). Two years of professional, full-time administrative experience. Experience overseeing the planning and coordination of workshops and/or events, including financial aspects such as purchasing or processing reimbursements and invoices. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint etc...).
Master's Degree (Foreign equivalent or higher degree). Additional years of professional full-time administrative experience. Experience as an executive assistant to include calendar management, preparing meeting agendas and minutes. Work experience with one or more of the following areas: Project Management, Procurement, Accounts Receivable and/or Accounts Payable. Experience working in a Higher Education/Academic environment. Work experience planning and organizing national and international travel arrangements/accommodations, as well as reimbursements. Experience with meeting and/or conference planning to include logistics, procurement, catering, etc. Experience using Google Apps (Calendar, email, documents etc...).
Brief Description of Duties:
The incumbent will be responsible for supporting the Executive Director of the Alda Center for Communicating Science/ Interim Dean of the School of Journalism. This will include providing principal administrative support and handling all administrative matters for the Executive Director/Dean including the organizing, scheduling and preparing of meetings and conferences, and calendar management. The incumbent will also be responsible for workshop and project management, and handling all administrative tasks related to each project to include purchasing, securing vendors and managing all associated travel. Must have strong organizational and time management skills with exceptional attention to detail and experience working with a high degree of professionalism, integrity, discretion, and tact. The incumbent must demonstrate outstanding written, verbal and interpersonal communication skills, and have experience working independently as well as part of a team with a collaborative approach to problem solving.
The selected candidate will be responsible for the following:
Determine the Executive Director/Dean/s priorities as it relates to calendar management, scheduling of meetings, and conferences as well as other special events. Schedule, coordinate and attend department meetings and prepare minutes. Provide general office support to main office including answering incoming phone calls and handling general inquiries. Contribute to team effort by accomplishing related tasks as needed. Assist faculty and staff in resolving administrative problems having to do with programs, events, or daily operations and identify solutions.
Serve as the primary liaison between Project Managers and the Business & Finance Manager in coordinating event and workshop logistics associated with grant/sponsorship funded projects. This includes the location of workshop space and vendors, securing purchase orders, making any necessary domestic and international travel and accommodation arrangements for participants and instructors, and gathering and printing all materials needed for the workshop. After the completion of each workshop, payments need to be made and reimbursements must be processed.
Assist the Business and Finance Manager in purchasing and liaising with various departments on campus such as Stony Brook Foundation, the Research Foundation, and Procurement as needed to resolve any problems. Perform monthly credit card reconciliations.
Other duties or projects as assigned as appropriate to rank and department mission
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed online at the University Police website at http://www.stonybrook.edu/police .
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
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: The Alan Alda Center for Communicating Science-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 9:00 AM to 5:00 PM Pass Days: Sat, Sun
Posting Start Date: Oct 4, 2019
Posting End Date: Oct 19, 2019, 3:59:00 AM
Salary: Commensurate with experience within the range of $47,000-$52,000
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1903644
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.