Executive Admin Lead for Health Sciences & Ops

Stony Brook University; Stony Brook (NY); On-site; USD 62,000 - 80,000; Full time

Job summary

Stony Brook University is seeking a Senior Administrative Assistant to the AVP/ Vice Dean for Health Sciences. The role requires handling confidential matters, managing emails and calendars, and providing professional support to the AVP/VD's staff of 12.

The successful candidate will excel in communication, complex scheduling, and cross-divisional coordination within the Medical Center and Health Sciences division. Strong MS Office skills and customer service experience are essential.

Qualifications

• Associate's degree required; five years of administrative experience in an office environment.
• Experience in an executive setting supporting a senior level individual.
• Proficient with MS Office (Word, Excel, PowerPoint) and advanced email/calendar systems.

Responsibilities

• Serve as Office Manager and Senior Administrative Assistant to the AVP/VD, handling confidential duties and correspondence.
• Coordinate AVP/VD's calendar, schedule meetings, and prepare agendas and minutes.
• Review, prioritize, and respond to mail and inquiries; provide outstanding customer service to faculty and staff.
• Prepare official correspondence and presentations for the AVP/VD and other departments as needed.
• Manage OTPS budget, including purchasing, invoicing, travel, and journal transfers; maintain records.
• Oversee website updates for the Dean SOM Office and support high-level searches when required.
• Participate in projects and represent the AVP/VD as needed.

Skills

Email/calendar systems

Executive support

MS Office

Customer service

Education

Associate's degree

Bachelor's degree

Tools

PeopleSoft

SBU Reporting

Oracle

ERAS

Wolfmart

SUNY Mainframe

SMRT

Job description

Stony Brook University is seeking a Senior Administrative Assistant to the AVP/ Vice Dean for Health Sciences. The role requires handling confidential matters, managing emails and calendars, and providing professional support to the AVP/VD's staff of 12.

The successful candidate will excel in communication, complex scheduling, and cross-divisional coordination within the Medical Center and Health Sciences division. Strong MS Office skills and customer service experience are essential.