Assistant to Director, Mattoo Center India Studies

Stony Brook University; Stony Brook (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading university seeks an Assistant to the Director of the Mattoo Center for India Studies. The role involves administrative support, event coordination, and communication management. Ideal candidates will have a Bachelor's degree and relevant experience in a higher education environment.

Qualifications

• One year of administrative experience required.
• Experience managing an Executive’s calendar.

Responsibilities

• Provide administrative support to the Director.
• Coordinate events and manage communication.

Skills

Project management

Event coordination

Communication

Education

Bachelor’s Degree

Master's Degree

Tools

Microsoft Word

Excel

PowerPoint

PeopleSoft

Google Drive

Job description

Job Description - Assistant to Director, Mattoo Center India Studies (2501521)

Assistant to Director, Mattoo Center India Studies

Required Qualifications (as evidenced by an attached resume):
Bachelor’s Degree (foreign equivalent or higher degree). One (1) year of full-time, progressively responsible administrative experience which may include experience in office management, accounting, and/or correspondence/communications. 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 in accounting and bill payment and working with institutional bureaucracy in vendor payment. Experience with interacting with individuals within an institution as well as the general public. Experience managing an Executive’s calendar. Experience interacting with individuals at various levels.

Preferred Qualifications:
Master's Degree (foreign equivalent or higher). Experience in a higher education environment. Experience working with one or more computer systems, such as: PeopleSoft, Nolijweb, Oracle, Wolfmart, SMRT, SBU Reporting, SOLAR, 25Live.

Brief Description of Duties:
The Assistant to Director of the Mattoo Center for India Studies provides a variety of direct administrative and logistical support to the Director in carrying out the Center’s multifaceted mission. The incumbent will manage the Director/Center’s schedule. They will act as a liaison between the Center and various constituencies on and off campus including faculty, students, staff, administrators, and visitors. The incumbent is expected to display initiative, integrity, discretion, tact and a professional demeanor at all times. They will coordinate the publicity and digital footprint of the Center. They will supervise student assistants, work with various units to coordinate the work of permanent and visiting faculty, organize events, and efficiently run the Center’s office.

• Administrative Office Support:
  • Serve as liaison for all agencies and constituencies interacting with the Mattoo Center: the Academic Board, the Executive Committee, employees and volunteers working for/at the Center, as well as relevant campus entities such as the Dean’s office, the Department of Asian and Asian American Studies, the Stony Brook Foundation, the Wang center, Human Resources, Procurement, Registrar, Bursar, and Student Affairs Office. Organize, at the instructions from the Director, regular meetings of the Executive Committee and prepare documents and minutes.
  • Coordinate, in agreement with the Director, the ancillary workforce of the Center (such as Interns, Volunteers, Student Staff members, Visiting Scholars, Adjunct faculty, and student organizations). Create student work assignments; orient, train and supervise student assistants for Center projects. Prepare and process in an expeditious manner the hiring of personnel required to carry out the Center’s programs and monitor their progress through the approval process. Oversee the maintenance of the office facility, equipment and property control inventory. Use Wolfmart to order office supplies and equipment as needed. Supervise the development and the organization of the library.
• Budget:
  • Keep track of receipts from fund-raising and their proper accounting and reporting. Follow up on donor pledges and commitments and maintain effective donor relations. Track office expenditures and be familiar with policies and regulations that affect the use of community generated and grant-related and funds. Act as an authorized signatory for disbursement of Center for India Studies. Recruit and arrange for appointments and compensation of personnel needed for center’s activities, such as courses, events, visitors, adjunct faculty. Facilitate travel, research, initiatives, and related activities of the Center’s director and faculty, such as the Mattoo Chair in Classical Indic Humanities.
• Communications:
  • Respond to in-person, telephone and e-mail inquiries in a professional and timely manner. Communicate professionally with everyone in regard to relevant university systems, policies and procedures.
  • Post routine and special events to the Center’s website. Effectuate a dynamic digital footprint of the Center through website postings, YouTube pages, and social media accounts. Advertise Center’s course offerings and resources on and off campus. Supervise production of effective publicity materials, such as flyers, brochures, and journals. Solicit and process applications for scholarships, fellowships, prizes, grants, study abroad awards offered by the Center. Maintain and update the Center's calendar, mailing lists, records, files, library catalog (including the video collection) and artifacts. Update the hardware and software necessary to fulfill the Center’s mission.
• Events Coordination:
  • Support the Director and provide technical assistance in the planning and the organization of meetings, conferences, symposia, lectures, including the annual distinguished lectures, performing arts and fundraising events, such as the annual Gala. Plan, and organize periodical events for the community, such as language courses and outreach events, and other projects as assigned by the Center’s Director.
• Other duties as assigned:
  • Work on projects, as assigned by the Director of the Center, and under the supervision of the Chair of Asian and Asian American Studies and in coordination with its Assistant to the Chair, in an efficient and courteous manner. Such projects might include: assisting with the Departmental Commencement, lectures, seminars, and conferences.

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.

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.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at [phone] or visit OEA .

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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.

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Job Number:

Job Number:

2501521

Official Job Title : Administrative Staff Assistant II

Job Field

Job Field

: Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : The Mattoo Center for India Studies

Schedule

Schedule

: Full-time

Shift

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

Posting Start Date

Posting Start Date

: May 14, 2025

Posting End Date

Appointment Type : Regular

Salary Grade : E2

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