Department Staff Assistant

Stony Brook; Town of Southampton (NY); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Location pay included

Job summary

Stony Brook University in Southampton, NY is seeking a Department Staff Assistant to support the Department of Speech-Language Pathology and School of Health Professions. The role involves administrative tasks, procurement, expenses, and event coordination, reporting to the Chair of the department.

The position requires a Bachelor’s degree and 2 years of administrative experience; a Master’s degree and 3+ years are preferred. Proficiency with MS Office is essential.

Qualifications

• Bachelor’s degree (foreign equivalent or higher). Two (2) years full time administrative experience in an office setting or higher education/academic setting.
• Proficiency in Microsoft Office Suite (i.e. Outlook, Microsoft Word, PowerPoint and Excel).

Responsibilities

• Provide administrative support to the Department Chair, program staff, and faculty.
• Coordinate calendars, meetings, and room reservations.
• Assist with processing expenses, procurement, and department records.
• Manage and organize student files and department records per accreditation standards.
• Support recruitment, orientation, admissions, and program events.
• Assist with marketing materials, websites, and departmental communications.

Skills

Administrative experience

Office software proficiency

Education

Bachelor’s degree

Master’s degree

Tools

Microsoft Office

Outlook

Word

PowerPoint

Excel

Job description

Job Description - Department Staff Assistant (2603433)

Department Staff Assistant

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Two (2) years full time administrative experience in an office setting or higher education/academic setting. Proficiency in Microsoft Office Suite (i.e. Outlook, Microsoft Word, PowerPoint and Excel).

Preferred Qualifications:

Master’s degree (foreign equivalent or higher). Three (3) or more years of full-time administrative experience in an office setting or a higher education/academic setting.

Brief Description of Duties:

The Staff Assistant reports to the Chair of the Department of Speech-Language Pathology and supports the program along with other responsibilities to the School of Health Professions. For the Department of Speech-Language Pathology this position will assist in all personnel related transactions/paperwork, procurement, assist with processing expenses and reconciling departmental expenses, coordinate use of program facilities, facilitate and attend department events, and assist with administrative day-to-day operations. The responsibilities of this position also include providing administrative support and coordination for student recruitment, orientation, admissions, accreditation, clinical education programs, scheduling, and student record keeping, as well as responding to student and program related inquiries. The incumbent must demonstrate a high level of energy and flexibility to manage shifting priorities and work collaboratively as part of a team while performing routine administrative tasks with limited supervision.The Staff Assistant will collaborate with the Department Chair, Vice Chair, Program Directors, the Office of the Dean, faculty, students as well as other university departments as needed. The incumbent will preserve confidentiality of student information and possess excellent interpersonal, organizational, and communication skills.

Duties:

General Administrative Duties

Act as initial and primary contact for the Department and labs

Receive and respond to all incoming program calls and emails

Assist with managing the program chairs/directors' and department calendars

Assist with scheduling meetings

Respond to and manage facility queries

Manage and order supplies, materials, and equipment, for the Department and labs

Record, prepare, and distribute meeting minutes and maintain current meeting files for the Department

Facilitate personnel related transactions/paperwork for the Department

Request UHMC accounts for new faculty and students

Complete all procurement transactions for the department as approved by the Chair as well as preparing and reconciling routine expense documentation

Maintain and update databases and records for accreditation, university reporting requirements, and annual reports

Assist the Department Chair, program directors, and faculty with administrative tasks related to grants, workshops, and seminars

Assist with planning and coordinating departmental events such as, information sessions, recruitment events, workshops, orientations, and faculty meetings, including room reservations.

Organize and maintain student and department files according to accreditation and university standards.

Provide administrative support for the clinical education programs including clinical agreements

Academic Administration

Under the direction of the Chair, assist with planning, organizing, and coordinating the orientation process for new students in the Department

Collect and maintain all records for admissions, registration, Castlebranch, graduation clearances, licensure, and other needed clearances/requirements and certifications for the Department

Assist prospective students with administrative aspects

Learn and utilize admissions software systems to organize and support the application review process for the department.

Assist with scheduling applicant interviews, collecting interview materials, and preparing data summaries for the department’s review and decision on student admissions and support the planning and coordination of information sessions for prospective applicants

Work with administration of the Department and the School to input correct information into the master schedule, class scheduling and for room requests

Assist the Department Chair and Program Directors with reviewing and updating of all marketing materials for the websites and catalog as well as student handbooks, newsletters and social media for the Department

Day to Day operations of the unit

Provide administrative support services for faculty and all adjunct faculty to Brightspace, coordinate account access for university platforms, and maintain and keep secure highly confidential records (i.e., exams, student records, grading spreadsheet, etc.)

Assist faculty with in-person proctoring of exams as needed

Assist with the planning and implementation of Department, School, and University events as needed

Disseminate information to students regarding the excused absence policy and under the direction of the faculty member coordinate with the student to schedule makeup exams as needed

Provide day-to-day problem solving of situations within this job scope that arise for students and faculty

Other duties or projects as assigned as appropriate to rank and departmental mission.

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 $4,000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

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.

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

Job Number

2603433

Official Job Title

Staff Assistant

Job Field

Administrative & Professional (non-Clinical)

Primary Location

US-NY-Southampton

Department/Hiring Area : School of Health Professions- Department of Speech Language Pathology