Office Assistant 2

Stony Brook University; Stony Brook (NY); On-site; USD 40,000 - 49,000; Full time

Job summary

Stony Brook University seeks an Office Assistant 2 to support clerical operations, including data entry, mail handling, and customer assistance. The role may involve preparing reports and coordinating meetings in compliance with procedures and laws.

Qualifications emphasize a Civil Service exam, resume submission, and strong communication skills to handle sensitive applications and inquiries with accuracy and discretion.

Qualifications

• Must have taken and passed the specific Civil Service exam and be reachable on the Civil Service list.
• Resume/CV should be included with the online application.

Responsibilities

• Perform data entry and clerical tasks in accordance with procedures.
• Answer telephones and assist customers.
• Prepare reports, charts, graphs, and tables.
• Review forms and make appropriate determinations as needed.
• Coordinate meetings and other gatherings.

Skills

Excellent communication

Interpersonal skills

Data entry

Job description

Job Description - Office Assistant 2 (2603335)

Position Summary

Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: data entry; math or calculations; mail, supply, and inventory-related tasks; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.

Office Assistants 2 may perform any of the duties of Office Assistants 1, and typically supervise two or more lower-level staff. Non-supervisory positions perform complicated clerical and office support activities that require substantive knowledge of the program and/or of the program’s governing laws, rules, or regulations. Such laws, rules, or regulations may be subject to frequent change. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. They process applications or requests that do not meet normal parameters and may require additional research and consultation with higher level staff. They also perform activities that may require coordination with internal or external parties. Duties of non-supervisory Office Assistants 2 may include the following.

• Design clerical processing procedures.
• Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.
• Respond to questions concerning the operation of the unit or program area.
• Write responses to correspondence.
• Resolve work problems.
• Review forms and applications and make appropriate determinations.
• Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, takeattendance, and insure that appropriate materials and equipment are available.

Qualified candidates will demonstrate excellent communication skills, interpersonal skills, knowledge and understanding of patient care and effectively respond to changing patient needs by making decisions based on ethical principles and adhering to our high standard of excellence.

Qualifications

Required:

MUSThave taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list.

Office Assistant 2 Promotion: one year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 5 or higher.

Special Notes: Resume/CV should be included with the online application.

Posting Overview

This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

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• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• All Hospital positions may be subject to changes in pass days and shifts as necessary.
• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
• This function/position may be designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.

Prior to start date, the selected candidate must meet the following requirements:

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4-panel drug screen*
• Meet Regulatory Requirements for pre employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

*The hiring department will be responsible for any fee incurred for examination.

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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 at [phone].

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

Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range:

The salary range (or hiring range) for this position is $44,560 / year.

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

Some positions offer annual supplemental pay such as:

Location pay for UUP, CSEA & PEF full-time positions ($4000)

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.

Job Number:

2603335

Job Field

Civil Service Positions

Schedule

Day Shift Shift Hours : 7.5 Pass Days : Sat, Sun

Posting Start Date

Sep 16, 2026

Posting End Date

Oct 1, 2026, 3:59:00 AM

Salary Grade : SG9