Stony Brook University is hiring: Administrative Assistant in Stony Brook

Job Description - Administrative Assistant (2404396)

Administrative Assistant

Who We Are
We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:

• Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine.
• Serving a highly diverse student body.
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Minimum Qualifications:
High School Diploma/GED (foreign equivalent or higher). Four (4) years of full-time administrative experience.

Administrative experience in a large, complex environment within a public sector, corporate, non-profit and/or higher education setting. Experience drafting correspondences/communications on behalf of the supervisor or employer. Experience working in higher education. Experience in a medical environment. Experience supporting senior-level management. Experience with computerized data management, preparing budget reports and/or utilization of reports. Project management and/or event coordination experience.

Brief Description of Duties:
The Administrative Assistant will assist in providing extensive administrative support to the Associate Vice President (AVP) of Student Health, Wellness and Prevention Services. It is imperative that this position can demonstrate the ability to work with, and maintain confidential information with a high degree of professionalism, integrity, discretion, and tact. The ideal incumbent will possess experience effectively multi-tasking in a fast-paced, deadline-driven and student-centered environment with a high degree of accuracy and organization. This position must also have experience interacting with a culturally and ethnically diverse population at various levels within an institution as well as the general public whenever necessary.

Administrative Support

• Provide administrative support to the AVP for Health, Wellness & Prevention Service. Draft and edit correspondences on behalf of the AVP.
• Assist with responses to inquiries and communicate effectively with Department heads, directors, faculty, staff, students, and members of the community on behalf of the AVP.
• Schedule and manage the calendar of the AVP to meet current and future priorities.
• Organize and schedule travel arrangements for AVP.
• Attend meetings and efficiently take notes for translation into official minutes as needed.
• Provide administrative assistance with time-sensitive and confidential meetings concerning business matters.
• Communicate appropriately with both internal and external stakeholders.
• Assist with the preparation of reports and presentations, on behalf of AVP and leadership, ensuring appropriate dissemination of information. Ability to proofread.
• Provide assistance in coordinating pre-approved time off for the Health & Wellness leadership team as directed by the AVP.
• Coordinate office calendar and sick calls, if needed. Follow-up on action items for the AVP leadership team and staff as appropriate, ensuring follow-up meetings and activities are scheduled and executed.
• Assist with confidential administrative staff matters (this includes recruitment, appointments, interactions with outside agencies in the search process, performance programs, interactions with search committees, tracking staff evaluation, as required).

Event Planning and Fiscal Management

• Coordinate purchase requisitions and maintain inventory of office supplies in the office of the AVP, ordering supplies needed on a regular basis.
• Serve as a liaison for the office of Health, Wellness & Prevention Services and assist with the coordination of small to large scale events both on and off-campus.
• Assist the building manager and DoIT to ensure all electronic and facility services can be delivered without interruption.
• Proactively assist with moving projects ahead with an understanding of priorities.
• Assist with reconciling expenditures monthly for the AVP.

Professional Development

• Participate in opportunities that promote learning, growth, and development (i.e., classes, training, committees, webinars).
• Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside the Office of Student Life (i.e., campus-wide traditions, events, programs).
• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Evening and weekend work may be required at times.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research policies and procedures, sponsor guidelines and the availability of funding. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

For this position, we are unable to sponsor candidates for work visas.

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.

In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

SUNY Research Foundation: A Great Place to Work.

Official Job Title: Administrative Assistant II

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area: Student Health, Wellness and Prevention Services

Schedule

Full-time

Shift

Day Shift: 8:30 a.m. - 5:00 p.m.

Posting End Date

Jan 3, 2025, 4:59:00 AM

Appointment Type: Regular

Salary Grade: N7

SBU Area: The Research Foundation for The State University of New York at Stony Brook

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