Executive Assistant to the Dean

Stony Brook University; Stony Brook (NY); On-site; USD 50,000 - 75,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to the Dean to provide high-level administrative support and manage day-to-day operations. This role involves drafting executive-level correspondence, event planning, and collaboration with various departments. The ideal candidate will demonstrate leadership skills and excellent communication abilities, ensuring efficient flow of information. This full-time position offers a competitive salary and additional annual location pay, making it an exciting opportunity for those looking to make a significant impact in an academic environment.

Benefits

Annual Location Pay

Professional Development Opportunities

Flexible Work Hours

Health and Wellness Programs

Qualifications

• 3 years of administrative experience in higher education or healthcare.
• Proficiency in Microsoft Office and Google Applications.

Responsibilities

• Provide high-level administrative support to the Dean.
• Draft executive-level correspondence and manage the Dean's calendar.
• Lead and support project teams for significant school projects.

Skills

Administrative Experience

Event Planning

Project Management

Microsoft Office

Google Applications

Written Communication

Public Speaking

Social Media Proficiency

Education

Bachelor's Degree

Master's Degree

Job description

Job Description - Executive Assistant to the Dean (2501616)

Executive Assistant to the Dean

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Three (3) years full-time progressively responsible administrative experience in higher education and/or in a healthcare environment. Two (2) years of full-time experience with event planning and project management. Demonstrable proficiency with Microsoft Office and Google Applications. Experience drafting formal correspondences.

Preferred Qualifications:

Master’s degree (foreign equivalent or higher). One (1) year of full-time experience assisting and supporting an executive level individual. One (1) year of full-time experience supporting faculty or staff in an academic environment. Public Speaking and/or presentation experience. Proficiency with social media to include platforms such as, but not limited to: Facebook, LinkedIn, and Instagram.

Brief Description of Duties:

The Executive Assistant to the Dean will provide high level oversight and management necessary to carry out the day-to-day administrative activities required to accomplish the work of the Dean. The incumbent will demonstrate leadership skills (planning, organizing, directing, implementing, evaluating) and be a role model for staff. They will act in strict confidence and discretion when handling all of the Dean’s matters and those of the entire School of Nursing. They will demonstrate the ability to interact skillfully with a very broad range of academic and senior staff from throughout the university and members of the external public. The successful incumbent will have excellent customer service and oral communication skills, as well as excellent written communication skills, including drafting professional, executive-level correspondence.

Assistant to the Dean

● Serve as the primary point of contact for the Dean with faculty, staff, and students in the School, as well as individuals and professional organizations outside the School, to facilitate the efficient and professional flow of information on a range of issues.

● On behalf of the Dean, draft and prepare all correspondence, presentations and other types of executive level communications for various School of Nursing activities.

● Provide administrative support for ELT (Executive Leadership Team).

● Provide administrative support for the APT (Appointment, Promotion, and Tenure) committee.

● Provide administrative support for SON faculty and staff as directed.

● Assist the marketing team in drafting and providing communication and announcements from the Office of the Dean.

● Represent the Dean's policies to constituencies within and outside of the University.

● Determine the Dean's priorities as it relates to calendar management, scheduling of meetings and conferences as well as other special events.

● Work with all departments in the School of Nursing to create spreadsheets and maintain dashboards for the Dean’s review.

● Organize and submit all documentation for the Dean’s travel, following all SUNY guidelines and procedures.

● Lead, plan, and organize all events coming out of the Dean’s office and provide support for all events from ELT and Administrative Council.

Project Support

● Lead and/or support project teams in development, implementation, and evaluation of significant school projects.

● Evaluate effectiveness and success of assigned projects for future enhancements.

● Review and coordinate funds for projects under the Office of Administration and Finance.

● Ensure project documents are complete, current, and stored securely and appropriately.

● Coordinate state reports, surveys, and other activities related to the school's re- accreditation process, along with the EOC team and other staff/faculty.

● Work in concert with the Assistant Dean, Administration and Finance and the Associate Dean, Academics to monitor budgets and expenditures for programs organized in the Dean's suite and through student scholarship and/or grant accounts.

School of Nursing Advancement and Alumni Association Events

● Work closely with the Dean and the teams in Advancement and Alumni Relations to manage related activities and represent the interests of the Dean and the SON strategic plan.

● Provide administrative support to monthly Alumni Association meetings.

● Assist with the development of a School of Nursing Annual Report for donors and alumni.

● Draft alumni newsletter in collaboration with SON marketing team

● In conjunction with the marketing team, utilize social media and marketing to assist in philanthropic opportunities and alumni events for the School of Nursing.

Facilities

● Participate in space planning and renovation projects, as well as help to coordinate facilities management functions for the School of Nursing, ensuring proper utilization of space resources.

● Assist administration in ensuring the proper utilization/acquisition of office equipment and supplies

● Ensure school access policies are adhered to in concert with the University Police Department and campus security personnel as appropriate.

● Coordinate with hospital personnel and School of Nursing staff/faculty in the event of weather or other emergencies as needed.

International Programs

● Collaborate with internal and external agencies regarding development of International Programs within the School of Nursing

● Support record keeping for School of Nursing students electing to participate in International Programs

● Work with both SON administration and the Office of International Affairs to develop effective strategies for international faculty and student integration.

Dean's Suite Support

● Assists all administrators in the Dean’s suite and supports/crosstrains with fellow administrative assistants as needed.

● Answers telephones, receives visitors, and provides general support to the operation of the Dean's Suite; and,

● Collaborates with the other staff assistants in the Dean’s suite on different projects to support the school.

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

Special Notes:

This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

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

In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.

Evening and weekend work may be required at times.

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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Job Number:

Job Number:

2501616

Official Job Title : Senior Staff Assistant

Job Field

Job Field

: Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : School of Nursing