Job Overview
Employment Type
Full-time
Compensation
Type:
Hourly
Rate:
Range $20.00 - $26.00
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
Tuition Assistance
Employee wellness programs
Job Description
Stony Brook University is a renowned public research university located in Stony Brook, New York. Recognized for its strong academic programs, impactful research initiatives, and vibrant campus community, the university serves a diverse population of students, faculty, and staff. As part of the State University of New York (SUNY) system, Stony Brook maintains high standards of excellence and fosters innovation and collaboration across various disciplines. The Research Foundation of SUNY, a private educational corporation affiliated with the university, supports the institution's mission by managing sponsored research programs and providing administrative support to various departments.
The Department of Microbiology and ... Show More
The Department of Microbiology and ... Show More
Job Requirements
- Associate degree or foreign equivalent
- two years of full-time administrative experience
- experience arranging travel itineraries and scheduling appointments
- experience planning workshops, conferences, or special events
- proficiency in Microsoft Word and/or Google Apps
- ability to work independently and as part of a team
- strong organizational and time management skills
- excellent customer service and interpersonal skills
- exceptional attention to detail
- ability to manage budgets and finances
- knowledge of procurement and vendor management processes
- capability to manage multiple communications channels
- experience supporting academic or research environments preferred
- willingness to attend in-person events
- ability to supervise and train support staff
- readiness to handle diverse administrative duties
Job Qualifications
- Associate degree or foreign equivalent
- two years of full-time administrative experience
- experience arranging travel itineraries and scheduling appointments
- experience planning workshops, conferences, or special events
- proficiency in Microsoft Word and/or Google Apps
- bachelor's degree or foreign equivalent preferred
- four or more years of full-time administrative experience preferred
- experience in higher education or academic medical settings preferred
- event management experience from conception to completion preferred
- experience with business ledger accounting or budget management preferred
- familiarity with virtual meeting platforms such as Zoom, Teams, or Google Meet preferred
- procurement experience including ordering supplies and vendor payments preferred
- experience processing reimbursements and honorariums preferred
- database management experience including platforms like Wolfmart, Concur, 25Live, OneNote preferred
Job Duties
- Coordinate the weekly Visiting Professor Seminar Program, coordinate faculty candidate visits, organize yearly departmental symposia, manage monthly faculty presentations, create and distribute event checklists and agendas, prepare supplies and materials for events, liaise with vendors and venues, handle contracts and vendor pricing, coordinate schedules and room reservations, act as liaison between faculty and outside speakers, arrange technical equipment and meeting rooms, coordinate travel, lodging and catering for events, prepare and disseminate seminar announcements, process purchase orders and procurement transactions, monitor event budgets and payments, attend events to ensure smooth execution, manage reception and greet guests, maintain event records and photos, draft campus-wide press releases, provide office support including opening and closing office, interact with university members and public, schedule meetings and appointments, maintain office supplies and process transactions, manage office equipment maintenance, monitor departmental mailboxes and communications, assist with software licensing, maintain departmental calendars, update departmental records and lists, accept and distribute mail, save files to shared drives, support administrative functions for department administrator and chair, assist faculty recruitment and onboarding, collect data as directed, attend meetings and take minutes, coordinate travel and reimbursements, set up committee meetings, supervise student staff and volunteers, maintain seminar program budget, manage departmental expenditures spreadsheets, coordinate invoicing and fees for services, perform monthly budget reconciliation and analysis, log expenditures on databases, assist with department database maintenance, prepare scientific travel reimbursements, and perform other duties as assigned
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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