Department Staff Assistant

Stony Brook University; Town of Southampton (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Stony Brook University’s Speech-Language Pathology Department seeks a Staff Assistant to support the program and faculty. You will handle routine administrative tasks, serve as first point of contact, and help with calendars, meetings, and communications.

The role involves confidential student records, procurement, expense processing, and coordination of events and recruitment activities, collaborating with Chair, program directors, and campus offices to keep operations running smoothly.

Qualifications

• Bachelor's degree is required; foreign equivalents considered.
• 2 years full-time administrative experience in an office or higher education setting.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).

Responsibilities

• Act as initial and primary contact for the Department and labs.
• Manage program chairs' and department calendars; assist with scheduling meetings.
• Assist with procurement transactions and routine expense documentation.
• Coordinate personnel transactions/paperwork and maintain confidential records.
• Support recruitment, orientation, admissions, accreditation, and clinical education programs.
• Collaborate with Chair, Vice Chair, Program Directors, and faculty to support events and day-to-day operations.

Skills

Microsoft Office Suite

Education

Bachelor's degree

Master's degree

Tools

Microsoft Office Suite

Job description

Required Qualification (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.

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
• Provide necessary facility access
• Assist with the planning and implementation of Department, School, and University events as needed
• Disseminate information t