Executive Administrative Assistant to AVP/Vice Dean

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

Job summary

The Senior Administrative Assistant to the AVP/VD is based in the Office of the Dean, Medicine at Stony Brook and supports confidential administrative functions for the AVP/AD staff. The role requires managing calendars, coordinating travel, preparing documents, and handling sensitive information with professionalism.

The successful candidate will demonstrate excellent communication, organizational skills, and the ability to prioritize multiple tasks while maintaining discretion across a busy

Qualifications

• Associate degree required; five years of progressive administrative experience in an office setting.
• Experience with advanced e-mail/calendar systems.
• Experience supporting a senior level executive and working in a confidential environment.
• Proficiency with MS Office (Word, Excel, PowerPoint) and strong customer service skills.

Responsibilities

• Functions as Office Manager and Senior Administrative Assistant to the AVP/VD, handling confidential correspondence and monitoring deadlines.
• Coordinate AVP/VD calendar, schedule meetings, prepare agendas, take minutes, and follow up on action items.
• Prioritize incoming mail and inquiries, provide exceptional customer service to faculty and staff.
• Prepare official correspondence and presentations; support high-level searches as needed.
• Oversee OTPS budget for the AVP/VD’s office and coordinate travel, purchasing, and reporting.
• Collaborate with Contract Officer and manage data entry, contracts, and reporting for all six Schools.
• Oversee Dean SOM Office website updates and ensure policies are reflected appropriately.

Job description

The Senior Administrative Assistant to the AVP/VD is based in the Office of the Dean, Medicine at Stony Brook and supports confidential administrative functions for the AVP/AD staff. The role requires managing calendars, coordinating travel, preparing documents, and handling sensitive information with professionalism.

The successful candidate will demonstrate excellent communication, organizational skills, and the ability to prioritize multiple tasks while maintaining discretion across a busy