Administrative Assistant II

Stony Brook University; Stony Brook (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant II to support the Department of Microbiology and Immunology. This dynamic role involves coordinating events, managing office support, and providing fiscal management assistance. The ideal candidate will excel in customer service, possess strong organizational skills, and thrive in a collaborative environment. With a commitment to diversity and inclusion, this position offers a chance to contribute to a vibrant academic community while enjoying a supportive workplace culture. Join a team that values your contributions and fosters professional growth.

Qualifications

• Four years of full-time administrative experience required.
• Experience in higher education or academic medical setting preferred.
• Proficiency in Microsoft Word and Google Apps essential.

Responsibilities

• Coordinate seminars, faculty visits, and special events.
• Assist with faculty recruitment and organize meetings.
• Maintain budgets and process travel reimbursements.

Skills

Administrative Experience

Travel Coordination

Event Planning

Microsoft Word

Google Apps

Customer Service

Organizational Skills

Time Management

Database Management

Education

High School Diploma

Tools

Wolfmart

Concur

25Live

OneNote

Zoom

Teams

Meet

Job description

Job Description - Administrative Assistant II (2501763)

Required Qualifications (as evidenced by an attached resume):
High School Diploma (foreign equivalent or higher). Four (4) years of full-time administrative experience. Experience arranging travel itineraries and scheduling appointments/meetings. Experience planning workshops, conferences, and/or special events. Proficiency in Microsoft Word and/or Google Apps.

Preferred Qualifications:
Five (5) or more years of full-time administrative experience. Experience working in a higher education or academic medical setting. Experience with virtual meeting platforms, i.e., Zoom, Teams, Meet, etc. Procurement experience including ordering supplies and vendor payments. Experience with processing reimbursements and honorariums. Database management experience with Wolfmart, Concur, 25Live, OneNote, etc.

Brief Description of Duties: The Administrative Assistant II will provide administrative support as a key member of the Department of Microbiology and Immunology, assisting faculty, staff, and students. Responsibilities include supporting office operations, the Department Administrator, and Department Chair. The role requires excellent customer service, interpersonal skills, strong organizational and time management skills, and attention to detail. Ability to work independently and collaboratively is essential.

Duties:

• Event Coordination Management: Coordinate seminars, faculty visits, symposia, and special events. Prepare checklists, agendas, run-of-shows, and materials. Manage vendors, venues, and technical arrangements. Coordinate travel and accommodations. Disseminate announcements. Prepare honoraria and reimbursements. Manage procurement and budgets. Attend events to ensure smooth execution and serve as a point of contact. Manage the reception area and maintain records.
• Office Support: Support departmental administrative matters, schedule meetings, maintain supplies, manage office issues, monitor shared mailboxes, assist with licensing requests, update departmental records, manage deliveries and files.
• Administrative Support: Assist with faculty recruitment, organize meetings, take minutes, coordinate travel and conferences, supervise support staff.
• Fiscal Management Support: Maintain budgets, prepare invoices, reconcile expenses, assist with database management, process travel reimbursements.

Other duties as assigned.

Special Notes: Employment is subject to the Research Foundation policies, sponsor guidelines, and funding availability. FLSA Non-Exempt position, eligible for overtime. Sponsorship for work visas is not available. Include resume/CV and cover letter in applications.

Stony Brook University is committed to diversity and inclusion. All qualified applicants will receive consideration without regard to protected classes.

If accommodations are needed, contact the Office of Equity and Access at [phone] or visit OEA.

In accordance with the Title II Crime Awareness and Security Act, crime statistics are available here.

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

SUNY Research Foundation: A Great Place to Work.

The starting salary range is a good faith estimate at the time of posting.

Job Number:

2501763

Official Job Title:

Administrative Assistant II

Job Field:

Administrative & Professional (non-Clinical)

Primary Location:

Department/Hiring Area: 66004900 - Microbiology and Immunology

Schedule:

Full-time

Shift:

Day Shift, 9AM-5PM

Posting Dates:

Start: May 6, 2025; End: May 21, 2025, 3:59 AM

Appointment Type: Regular

Salary Grade: N7

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