Required Qualifications (as evidenced by an attached resume) :
Bachelor's Degree (foreign equivalent or higher) . In lieu of the degree, an Associate's degree and two years of directly related full time experience may be considered. Two  years of full-time administrative experience.
Work experience in an academic setting. Proficiency in Microsoft Office. Program/event planning experience. Knowledge of a University admissions process. Experience with PeopleSoft.
Brief Description of Duties: The Staff Assistant provides all administrative support for Honors College. This is a program in high demand with thousands more applications than available spots. S/he will be responsible for answering phone calls, emails, and greeting visitors. The Staff Assistant is responsible for the logistics of all Honors College activities including but not limited to programming, scheduling, and maintaining enrollment for all courses. S/he will provide administrative support to the Director of the program and will assist with all aspects of the admissions process. The staff assistant has regular communications with students, faculty, staff, and parents, and is responsible for providing outstanding customer service.
Program Support: The Staff Assistant will provide administrative support to all aspects of Honors College activity. , including recruitment, admissions, orientation, advising, programmatic events including the opening of school, the senior symposium, the senior dinner, and convocation. S/he will be the primary point of contact for all visitors to the Honors College office and will provide service competently and courteously. This includes scheduling appointments, receiving and assisting visitors and properly managing phone and electronic contacts about the Honors College. S/he will assist with purchases for the Honors College and will prepare forms for reimbursements. The Staff Assistant will plan for academic trips or class outings and will prepare forms for purchases and reimbursements. S/he will assist the Director in maintaining budget files for these purchases.
Recruitment and Admissions: The staff assistant will play a central role in support of Honors College recruitment and admissions activities including communication with applicants, working as a member of a team to insure smooth and timely management of the University's supplemental application process. This would include setup and management of any paper and electronic database files as appropriate. S/he will assist in organizing applications for readers, maintaining student files including advising worksheets, and generate reports when requested. The staff assistant will work with the director to organize campus recruitment initiatives for high achieving students as well as coordinating large mailings for admissions decisions. S/he will also coordinate any and all recruitment and programmatic mailings as well as electronic communications to prospective students.
Advising: The incumbent will assist with advising Honors College Students who must complete a distinct general education curriculum. S/he will update advising files and class lists as appropriate.
Program and Event Planning: S/he will assist the director with all arrangements in preparation for new student orientation. S/he will attend and support all orientation events and activities on the Honors College orientation day. The Staff Assistant will also attend opening of school activities and assist in preparation for opening, senior dinner, senior symposium, and other student social events. Assist in the preparation and maintenance of electronic documents and RSVP information for all events and activities including, academic events, receptions, convocation, and senior symposium. S/he will assist with outreach to alumni..
Course Scheduling: The staff assistant is responsible for scheduling all Honors College courses in PeopleSoft and works with the director and the Office of the Registrar to insure the posting of a timely and accurate course schedule. Using Peoplesoft, s/he will create and update the master schedule, distribute the schedule and enroll students in courses when necessary. S/he will monitor enrollments, permissions, and waitlists for all Honors College courses.
Other duties or projects as assigned.
Special notes: This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .
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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.