Required Qualifications (As evidenced by attached resume): Bachelor's Degree (foreign equivalent or higher degree). Three years of full-time, progressively responsible administrative experience. Experience drafting correspondences/communications on behalf of supervisor or employer. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications Microsoft Word, Excel, PowerPoint, OneDrive, Google Forms, Google Mail, Google Apps, Google Drive etc...). Project management and/or event coordination experience. Experience interacting with individuals at various levels within an institution as well as the general public whenever necessary. Experience managing an Executive's calendar.
Preferred Qualifications: Master's Degree (foreign equivalent or higher degree). Four or more years of progressively responsible administrative experience. Experience in a Higher Education/Academic environment. Experience with Research Foundation/SUNY policies and procedures. Auditing and/or records management experience. Procurement and/or budget experience. Experience working with one, preferably more than one, of the following campus computer systems: PeopleSoft, Nolijweb, Oracle, Wolfmart, SMRT, SBU Reporting., SOLAR, 25Live etc.
Brief Description of Duties : The Assistant to the Dean of the College of Arts and Sciences [CAS] provides direct administrative support to the Dean, and supports a variety of operational and administrative functions on behalf of CAS, requiring a thorough knowledge of university policies and procedures. The incumbent is expected to display initiative and a professional demeanor at all times. Incumbent will exercise independent judgement in managing the Dean's schedule and a variety of administrative tasks on behalf of the College. As the first-level liaison on behalf of CAS, the incumbent will use discretion in the dissemination of information to faculty, staff, students, and various constituencies served by CAS and the University. The successful candidate will have experience working with and maintaining confidential information with a high degree of professionalism, integrity, discretion, and tact. They will also effectively multi-task in a fast-paced, deadline driven environment with a high degree of accuracy and organization.
Act as point person for all staff who support the Dean of the College of Arts and Sciences. Coordinate office workflow, communications, processes and procedures for all work done in direct support of the Dean. This includes scheduling meetings, arranging travel, and determining priorities as they relate to managing the Dean's calendar and time.
Record, file and/or forward as appropriate all incoming internal and external paperwork, emails and telephone calls in a prompt and professional manner. Develop responses for Dean's signature and draft correspondences on behalf of the Dean as requested. Ensure all of the Dean's files are accurate and up-to-date.
Research, analyze and prepare material for the Dean in relation to meetings, activities, reports, inquiries, agendas and presentations.
Coordinate meeting logistics including planning the agenda, coordinating and reserving any catering, room, or A/V needs, identifying appropriate participants, serving as point of contact for day of events and taking meeting minutes.
Serve as liaison for the Dean with the President, Provost, Deans, Directors, senior administrators, support staff, faculty, students, visitors and others within and outside of the university.
Reports: Provide daily and long-range analytical and administrative support to the Dean on a variety of CAS or campus-wide issues, projects and programs. Compile data, solicit and research information from a variety of sources both on and off campus, and prepare reports as requested.
Finance: Responsible for submitting procurement contracts and reconciling purchase expenditures with account encumbrances.
Other duties or projects as assigned as appropriate to rank and department mission.
Special Notes: This is a Full time appointment. FLSA Non Exempt 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.
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Job Number: 2103323
Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: College of Arts and Sciences - Dean's Office
Schedule : Full-time Shift : Day Shift Shift Hours : 8:30 am - 5:00 pm
Posting Start Date: Sep 9, 2021
Posting End Date: Oct 1, 2021, 3:59:00 AM
Salary:Commensurate with experience within the range of $60,000 - $65,000 plus $3,026 location pay
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.