Required Qualifications : (As evidenced by an attached resume)
Bachelor's Degree (Foreign equivalent or higher degree). At least one  year of full-time (or equivalent part-time) professional or graduate student work experience in a college or university setting within a student services area (i.e. orientation, student activities, academic advising, or admissions/enrollment management). Experience coordinating large-scale programs and/or events. Highly proficient, professional experience in word processing, spreadsheet management, and Google apps.
Preferred Qualifications :
Master's Degree (Foreign equivalent or higher degree). Budget management experience. Experience with PeopleSoft or other similar system. Experience with SUNY State budget systems and/or Wolfmart system. At least one year of experience supervising students in a university setting. Experience working with external vendors. Experience with public speaking and presenting to groups of 20-70 people on a regular basis.
Brief Description of Duties :
The Office of Student Orientation & Family Programs facilitates the transition for new West Campus transfer and freshmen students through programs aimed at acclimating them socially and academically to the institution. Nearly 6,000 new West Campus students start at the University each year and participate in a two-part required orientation (Orientation Part I and Orientation Part II). In addition, the office provides family orientation programs and year round support services to family members of all Stony Brook students. Therefore, having experience collaborating with multiple campus departments to provide services is highly preferred.
The Coordinator of Orientation Logistics will manage the operational and logistical functions that support all functions of the office including more than 30 orientation programs per year serving more than 3,500 first-year students, 2,300 transfer students, and 2,500 family members annually. Specifically, the Coordinator of Orientation Logistics will be responsible for orientation date management, oversight of the orientation check in process, placement exam coordination, student record management, budget, personnel/payroll records, and office management. In addition, attend, support, and participate in all orientation sessions and participate in the formation of overall office goals. They will provide recommendations for improvements to our orientation and office policies and procedures, particularly those directly within their area of responsibility. Incumbent must possess outstanding written, verbal, and interpersonal communication skills. Experience successfully working independently as well as part of a team with a collaborative approach to problem solving and strong presentation skills.
Manage the operational and logistical functions that support all functions of the office. Responsible for assignment of orientation dates for all incoming West Campus freshmen and transfer students for summer and winter orientation seasons. Coordinate with key advising offices to establish orientation event capacities in PeopleSoft. Coordinate with technical staff to program and implement PeopleSoft event function to support orientation date assignment. Run bi-weekly process to assign orientation dates to incoming students. Coordinate bi-weekly mailings to new students to communicate assigned orientation dates. Work with University Communications to edit and order orientation communications materials related to orientation date assignment. Prepare and distribute database of anticipated student attendees for each orientation session. Maintain attendance records for all orientation sessions. Maintain equipment inventory related to orientation technology equipment including i-pads, laptops, printers, and portable copiers. Coordinate with DoIT to implement annual software updates. Develop a regular equipment replacement schedule and coordinate related purchase and surplus processes.
Prepare and distribute student and family agendas for all orientation sessions. Independently manage the orientation check in procedures on-site at orientation for new students and family members. Address issues related to late or unscheduled students attending orientation. Monitor all students' orientation records for registration blocks. Communicate with registrar staff for removal of holds on orientation days and reinstate holds for students who do not attend orientation. Supervise student staff throughout the orientation process. Provide resolution of individual student issues and concerns before, during, and after orientation. Distribute post-orientation surveys via email to new students and family members. Work with vendors to order supplies for orientation such as pens, folders, backpacks, give-aways t-shirts, etc. Serve as a member of the Orientation and Opening Committee and serve as a member of the planning committees for various events. Coordinate with external vendor for equipment rental for Opening Weekend (tables, chairs, tents, etc.) Serve as a key orientation team member in the overall implementation of the Opening Weekend program including event coordination and management, staff and volunteer supervision, and troubleshooting. Work with other orientation staff members to design and implement a makeup orientation experience for students who do not attend Opening Weekend.
The Coordinator will manage all budget and payments in our office and be responsible for working with vendors to obtain materials for the office and orientation programs including orientation materials, office equipment, catering, uniforms, etc. Manage payment of all departmental expenditures. Maintains internal budget records, including tracking expenditures by program/function. Reconciles departmental expenditures. Maintains records of monthly revenue from orientation fees and other sources. Coordinate with student accounts office related to student orientation fee refunds, deferrals, and unpaid fees.
Responsible for coordinating various office operations, including managing the front desk, waiting room, information boards and conference areas. Train, schedule, and supervise approximately 10-15 undergraduate student assistants. Manage on-boarding process for new student office assistants including paperwork, computer access, and on-site training. Coordinate semi-annual training for all student assistants. Provide informal and formal performance feedback to student assistants on a regular basis. Communicate with visitors; assess and respond to inquiries from students, parents, and University staff. Serve as main point person for office telephone inquiries to include supervising student assistants providing front line telephone support, monitor and maintain office voicemail, respond to telephone inquiries that cannot be handled by student assistants due to volume or problem escalation. Monitor and manage the ordering of general office supplies. Maintain inventory on all departmental equipment and furniture. Replace and re-order as necessary. Manage contracts for office equipment such as copiers. Coordinate the maintenance and upkeep of all computer and technical support equipment in the office. Serve as office liaison to building director, Environmental Health and Safety, and Property Control. Oversee daily mail distribution.
Prepare and monitor all human resources paperwork for graduate and undergraduate student employees. Manage timesheets for proper payroll processing. Coordinate with Campus Residences on housing for student staff. Coordinate paperwork for payment of part-time seasonal employees such as exam proctors and per diem orientation advisors.
Communicate with math and foreign language departments to schedule summer and winter placement exams for incoming students. Ensure that rooms and proctors have been scheduled for all exams. Post scheduled exams utilizing PeopleSoft event function. Coordinate with departments and communicate with students regarding any cancellations due to weather, facility issues, etc.
Other duties or projects as assigned as appropriate to rank and department mission. Participate, as needed, in other university events, committees, and professional development opportunities as a representative of the Office of Orientation/Stony Brook University.
This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
This position requires extended hours and limited time off during peak seasons (December/January and June through August). Must be able to transport and set up equipment and materials for events. Night and weekend work is required. Occasional travel to orientation-related conferences will be required.
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
About Stony Brook:
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 .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Student Orientation & Family Programs-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30am - 5:00pm Pass Days: Sat, Sun
Posting Start Date: Oct 10, 2019
Posting End Date: Oct 25, 2019, 3:59:00 AM
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1903575
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.