Administrative Coordinator

Stony Brook; Stony Brook (NY); On-site; USD 42,000 - 55,000; Full time

Job summary

Stony Brook University’s Alan Alda Center seeks an Administrative Staff Assistant II to provide high-level administrative support and manage complex projects. You will oversee calendar management, meetings, and international travel, while coordinating Center programs with internal and external partners.

The role requires proactive, organized individuals who can manage multiple priorities, maintain discretion, and interact with leadership, faculty, staff, donors, and vendors.

Qualifications

• Bachelor's degree (foreign equivalent or higher).
• Two (2) full time years of professional related experience.
• Experience providing administrative support, including calendar management, coordinating schedules, travel, meetings, and logistics for internal and external stakeholders.
• Experience managing projects or programs/events from planning through implementation.
• Experience working collaboratively with diverse internal and external stakeholders.
• Proficiency with Microsoft Office Suite and/or Google Workspace.

Responsibilities

• Provide comprehensive administrative support for leadership, including calendar management, coordination of meetings and appointments, preparing correspondence, documents, agendas, meeting materials, coordinating domestic and international travel itineraries, processing travel-related documentation and reimbursements, maintaining files and records, monitoring requests and deadlines, and serving as a professional point of contact for stakeholders.
• Oversee the day-to-day project management of major Center initiatives and programs. Develop and maintain project plans, timelines, milestones, deliverables, and tracking systems; coordinate work across Center faculty, staff, and external partners; monitor progress and identify risks or potential delays; follow up on action items; and ensure program components are completed on schedule and aligned with established objectives.
• Develop processes and systems that support effective implementation, documentation, and continuous improvement of major programs.
• Provide administrative support for the successful operation of Center programs, meetings, workshops, retreats, conferences, and other activities.
• Prepare and organize materials, maintain program files, records, and information, and provide on-site administrative support when needed.
• Work collaboratively with other Alda Center program leads and staff to ensure successful program outcomes.
• Coordinate systems to collect, organize, and analyze program information, participant feedback, and evaluation data.
• Maintain program alumni records and dashboards; coordinate assessment activities with Center leadership and faculty; identify opportunities for program improvement; and prepare reports, summaries, presentations, and other materials documenting program activities, outcomes, and impact.
• Support the development of evidence and materials for funders, University partners, and other stakeholders.
• Perform other duties or special projects as assigned.

Skills

Calendar management

Travel coordination

Meeting logistics

Project management

Stakeholder coordination

Microsoft Office

Google Workspace

Administrative support

Education

Bachelor's degree

Tools

Microsoft Office Suite

Google Workspace

Job description

Job Description – Administrative Coordinator (2603910)

Job Number: 2603910

Official Job Title

Administrative Staff Assistant II

Job Field

Administrative & Professional (non-Clinical)

Schedule

Full-time

Shift

Day Shift Shift Hours : 8:30am-5:00pm

Appointment Type

Temporary

Salary Grade

E2

SBU Area

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

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Two (2) full time years of professional related experience. Experience providing administrative support, including calendar management, coordinating schedules, travel, meetings, and logistics for internal and external stakeholders. Experience managing projects or programs/events from planning through implementation. Experience working collaboratively with diverse internal and external stakeholders. Proficiency with Microsoft Office Suite and/or Google Workspace.

Preferred Qualifications:

Master's degree (foreign equivalent or higher). Experience managing programs in a university, research institution, nonprofit, or similar organization. Experience with program evaluation to include participant assessment, data collection and management.

Brief Description of Duties:

The position provides administrative support and project management for leadership in the Alan Alda Center for Communicating Science. The incumbent will provide high-level administrative support, including managing the calendar, travel, meetings, and correspondence. This position also provides central coordination and supports logistical operations for Center programs, meetings, and convenings. The project manager is responsible for tracking, curating, and synthesizing program and participant data; creating and maintaining databases for the Alda Center and affiliated SBU partners; and collaborating across units to drive continuous improvement and meet success metrics.

The successful candidate will be highly organized, proactive, resourceful, comfortable managing multiple priorities in a dynamic environment, and able to take ownership of complex projects from conception through completion. The position requires excellent judgment, discretion, attention to detail, and the ability to anticipate needs and follow through independently. The incumbent will interact regularly with the Center’s leadership, faculty and staff, University administrators, donors, external partners, speakers, vendors, and other stakeholders.

Executive Administrative Support:

• Provide comprehensive administrative support for leadership, including calendar management, coordination of meetings and appointments, preparing correspondence, documents, agendas, meeting materials, coordinating domestic and international travel itineraries, processing travel-related documentation and reimbursements, maintaining files and records, monitoring requests and deadlines, and serving as a professional point of contact for stakeholders. Handle confidential information with appropriate discretion. Anticipate scheduling and logistical needs and proactively identify and address potential conflicts or issues.

Program and Project Management:

• Oversee the day-to-day project management of major Center initiatives and programs. Develop and maintain project plans, timelines, milestones, deliverables, and tracking systems; coordinate work across Center faculty, staff, and external partners; monitor progress and identify risks or potential delays; follow up on action items; and ensure program components are completed on schedule and aligned with established objectives.
• Develop processes and systems that support effective implementation, documentation, and continuous improvement of major programs.

Program Administrative Support:

• Provide administrative support for the successful operation of Center programs, meetings, workshops, retreats, conferences, and other activities.
• Prepare and organize materials, maintain program files, records, and information, and provide on-site administrative support when needed.
• Work collaboratively with other Alda Center program leads and staff to ensure successful program outcomes.

Database and Information Administration:

• Coordinate systems to collect, organize, and analyze program information, participant feedback, and evaluation data.
• Maintain program alumni records and dashboards; coordinate assessment activities with Center leadership and faculty; identify opportunities for program improvement; and prepare reports, summaries, presentations, and other materials documenting program activities, outcomes, and impact.
• Support the development of evidence and materials for funders, University partners, and other stakeholders.

Perform other duties or special projects as assigned

Special Notes:

• The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
• For this position, we are unable to sponsor candidates for work visas.
• 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.

EEO / Inclusion Statement

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.

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