Academic Coordinator

Stony Brook University; Stony Brook (NY); On-site; USD 52,000 - 70,000; Full time

Job summary

Stony Brook University is seeking an Academic Coordinator to provide comprehensive administrative, operational, and student support for all academic nutrition programs, including the Dietetic Internship and MS programs. The role serves as a liaison between the Nutrition Division and university offices, ensuring program compliance, onboarding, and smooth daily operations.

The ideal candidate will have strong communication skills and experience coordinating recruitment, onboarding, LMS access, and

Qualifications

• Bachelor’s degree or foreign equivalent
• Two years of full-time administrative experience in an office setting
• Proficient in word processing, spreadsheets, internet search, and data management software
• Experience with customer service
• Two years of higher education experience (preferred)
• Proficient with Excel, Teams and Qualtrics (preferred)
• Experience with students and/or faculty/preceptors (preferred)
• Experience coordinating the delivery of programs/services (preferred)
• Familiar with Stony Brook platforms such as Slate and SBU reporting (preferred)

Responsibilities

• Provide administrative, operational, and student support for all academic nutrition programs.
• Serve as liaison between the Nutrition Division and university offices.
• Support recruitment, onboarding, and rotation tracking.
• Coordinate LMS, Citrix, Powerchart, and email access for students.
• Coordinate hospital badges and department access.
• Monitor student time and attendance and report issues.
• Manage contracts with external sites and preceptors.
• Assist with accreditation documentation and site visits.
• Plan events such as graduations, advisory board meetings, and National Nutrition Month.
• Maintain the division's website and social media channels.

Skills

Word processing

Spreadsheets

Internet research

Data management

Customer service

Education

Bachelor's degree

Tools

Excel

Teams

Qualtrics

Slate

SBU reporting

Job description

Job Description - Academic Coordinator (2603144)

Academic Coordinator

Required Qualifications (as evidenced by an attached resume):

• Bachelor’s degree (foreign equivalent or higher).
• Two (2) years of full time administrative experience in an office setting.
• Computer proficiency in word processing, spreadsheets, internet search, and data management software.
• Experience with customer service.

Preferred Qualifications:

• Two (2) years of full-time experience working in higher education.
• Proficiency with Excel, Teams and Qualtrics.
• Experience working with students and/or faculty/preceptors.
• Experience coordinating the delivery of programs/services.
• Proficiency with Stony Brook University platforms, such as Slate and SBU reporting.

Brief Description of Duties:

The Academic Coordinator provides comprehensive administrative, operational, and student support for all academic nutrition programs, including the Dietetic Internship (DI) and Master of Science (MS) programs. This role serves as a vital liaison between the Nutrition Division and various University offices, ensuring program compliance, successful student onboarding, and efficient daily operations. The ideal candidate will have excellent oral and written communication skills.

Duties:

Recruitment and Admissions Support

• Support student and intern recruitment by distributing marketing materials and responding to inquiries.
• Manage application files via platforms such as DICAS and SBU Graduate Admissions, ensuring files are complete and following up as necessary.
• Coordinate the interview process, including scheduling and compiling scoring data for candidate ranking.

Student Onboarding and Progress Monitoring

• Lead the onboarding process for new students, providing instruction on procedures and monitoring progress toward rotation requirements.
• Facilitate access to essential technical platforms, including LMS, Citrix, Powerchart, and email.
• Coordinate the issuance of hospital badges and access to specific department areas (e.g., Food Farmacy).
• Monitor student time and attendance via Google sheets, reporting any issues to program directors.

Academic Administration and Registrar Liaison

• Serve as the primary liaison to the Registrar for course offerings, catalog updates, and term activations.
• Maintain an internal database of all graduate students, tracking status, grades, and GPA.
• Facilitate program orientations and assist students with status changes, such as Leaves of Absence (LOA) or withdrawals.
• Clear students for graduation and complete ACEND Verification Statements upon successful completion of program requirements.

Site Management and Clinical Contracts

• Facilitate the management of contracts with external sites and preceptors for internship rotations and experiential learning.
• Work with Program Directors and the Contracts Administrator to secure new training sites and maintain a database of preceptor information for faculty use.
• Coordinate the appointment of preceptors to voluntary staff status.

Accreditation and Program Evaluation

• Support the preparation of accreditation-related documents, including annual reports, audits, and self‑study materials.
• Coordinate logistics for accreditation site visits, including reviewer travel and on‑site data compilation.
• Manage the distribution and analysis of annual surveys for students, alumni, and preceptors to update Program Evaluation Plans.

Operations and Event Management

• Plan and implement special events such as graduation, advisory board meetings, National Nutrition Month, and community cooking classes.
• Manage event logistics, including space booking, catering, invitations, and payment systems.
• Maintain the Nutrition Division’s website and social media platforms (Facebook, Instagram, and Wordpress).
• Purchase supplies and promotional materials and coordinate textbook updates with faculty.

Faculty and Human Resources Support

• Facilitate the hiring and onboarding of adjunct faculty and graduate assistants.
• Support faculty in using the LMS and ensuring digital materials comply with ADA Title 2 Digital Accessibility rules.

Perform other duties as assigned.

Special Notes:

This is a full‑time appointment. FLSA Non‑Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4 150 UUP annual location pay, paid biweekly.

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.

Stony Brook University is committed to excellence in 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.

Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting [e-mail] . We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.

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

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Job Number:

2603144

Official Job Title:

Staff Assistant

Job Field:

Administrative & Professional (non-Clinical)

Primary Location:

Department/Hiring Area : Family, Population and Prev-Med