Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time directly related administrative assistant experience in a professional office setting. Budget management experience. Experience working with Microsoft Office or Google applications.
Preferred Qualifications: Additional years (3+) of full-time directly related administrative assistant experience in a professional office setting. Experience managing meeting minutes, i.e., creating, tracking, distribution and/or document storage. Experience working in an academic and/or non-profit setting. Experience with a content management system (CMS). Experience with SBU databases, i.e., procurement Wolfmart, SUNYBI and SBU Reporting.
Brief Description of Duties: This position provides administrative assistance to the University Senate group. The successful candidate will work with the University Senate President, Arts and Sciences President, Senate Secretary/Treasurer, University Senate members, and Committee chairs. We are seeking a self-motivated, detail-oriented, proactive person who has the ability to adapt in a rapidly changing environment and is a team player. The selected candidate will be able to prioritize and handle many tasks, coordinate complex schedules, manage multiple calendars, and fiscally manage an annual budget and expenses. They will have experience interacting with all levels of the organization and utilization of sound judgment and discretion. Incumbent will demonstrate a professional demeanor, excellent organizational skills and attention to detail. This position also requires excellent interpersonal skills.
Perform administrative duties for the University Senate President, Arts and Sciences Senate President, Senate Secretary/Treasurer, University Senate members, and Committee chairs. General office management: Maintain record keeping, filing system, general office appearance, security, property control, maintenance and inventory of office supplies and equipment. Resolve day-to-day operational problems.
Schedule meetings and acquire space for University Senate, Arts & Sciences Senate standing committees and monthly meetings with the President, Provost, and Vice President of Health Sciences. Communicate and provide to the University community, related meetings and events to committee groups, members and participants' information regarding all senate activities via email, Google groups and distribution lists.
Attend all meetings, including University Senate and Senate monthly meetings. Responsible for preparation and distribution of detailed accurate meeting minutes. Also track and record attendance, and create/use electronic spreadsheets to monitor terms and end dates of Senators with end dates and vacancies.
Maintain electronic calendar of meetings for 18 committees. Partner with the standing committee chairs to provide meeting minutes and then post approved minutes timely on the website. Coordinate and post all website updates. Effort includes regular updates of reports, minutes, meetings and changes in Senate positions.
Respond to first-level inquiries that may include receiving and screening telephone calls and/or emails and exercise the highest level of confidentiality along with sound judgment to direct and/or draft appropriate responses. Typing and editing correspondence as necessary. Initiate necessary follow-up on action items and ensure follow-up meetings/activities are scheduled and executed.
Organize and manage annual University Senate Committee Chairs annual retreat. Effort includes securing venue, arranging food service, identify invitee list and confirming all attendees, and if appropriate securing guest speakers.
Coordinate elections of Senators and committee members, track nominations and finalize ballots. Effort includes collaborating with the many different committees and members. Maintain accurate documentation ensuring best practices are followed with all related voting matters.
Middle States Accreditation requires all related documents are in compliance. Incumbent will ensure accountability of those related documents that need to be organized and filed appropriately in the event of an audit.
Supervise and coordinate work study students. Effort includes create/post work assignments, interview/hire students, establish work schedules, and provide work assignments.
Maintains office budget, process procurement requisitions for copier contract and office supplies. Use SUNYBI system and electronic spreadsheet to monitor, track and reconcile monthly account activity on an electronic spreadsheet. Work with Procurement to resolve and/or correct vendor discrepancies. May hold procurement card and work closely with division financial coordinator.
Other duties or projects as assigned as appropriate to rank and department.
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
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: Faculty Senate-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Jan 9, 2020
Posting End Date: Feb 9, 2020, 4:59:00 AM
Salary: $46,000 - $53,000
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1904161
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.