Senior Administrative Assistant

The Research Foundation for The State University of New York at Stony Brook; Stony Brook (NY); On-site; USD 55,000 - 70,000; Full time

Job summary

The Senior Administrative Assistant at The Research Foundation for The State University of New York at Stony Brook will support the AVP/VD for Health Sciences, handling confidential tasks, calendars, correspondence, and reporting for a multi-staff division.

The role requires discretion, superior computer skills, and the ability to manage multiple priorities with professional communication. This full-time position supports the university’s health sciences leadership and operations.

Qualifications

• Associate's degree and 5 years of progressive administrative experience.
• Experience with advanced email/calendar systems.
• Experience working in an executive setting supporting a senior-level individual.
• Experience with MS Office Suites (Word, Excel, PowerPoint).
• Customer service experience.

Responsibilities

• Act as Office Manager and Senior Administrative Assistant to AVP/AD; manage correspondence, e-mails, calls, and deadlines.
• Coordinate AVP/VD's calendar; prepare agendas and meeting minutes; gather information for reports.
• Review and prioritize incoming mail; assist with inquiries and provide courteous, professional service.
• Prepare and coordinate official correspondence and presentation materials for SOM Departments and HR.
• Coordinate budget for the Office of the AVP/VD; track expenses and prepare reports; arrange travel; oversee equipment contracts.

Skills

Email/calendar management

MS Office

Executive support

Customer service

Time management

Education

Associate's degree

Bachelor's degree

Tools

PeopleSoft

Oracle

MS Office

SUNY Mainframe

SMRT

Job description

Job Description - Senior Administrative Assistant (2604078)

Senior Administrative Assistant

Required Qualifications

• Associate's degree (foreign equivalent or higher). Five (5) years of full-time progressively responsible administrative experience in an office setting. Experience with advanced e-mail/calendar systems. Experience working in an executive setting supporting a senior level individual. Experience working with MS Office Suites (i.e. Word, Excel, and PowerPoint). Customer service experience.

Preferred Qualifications

• Bachelor's degree (foreign equivalent of higher).
• Experience in a healthcare environment.
• Experience with PeopleSoft, SBU Reporting, Oracle, ERAS, Wolfmart, SUNY Mainframe, and/or SMRT.
• Experience managing a budget.
• Knowledge of SBU HR policies and procedures.

Brief Description of Duties

The Senior Administrative Assistant to the Assoc. VP/Vice Dean for Health Sciences (AVP/ VD) is expected to act in a highly confidential manner and is responsible for disseminating AVP/AD decisions throughout the division. The successful incumbent will have excellent computer skills with the ability to maintain e-mail accounts, calendars, and prepare documents. Managing and prioritizing multiple issues and customers with a professional demeanor is a critical aspect of the Senior Administrative Assistant role. Critical thinking with excellent written and verbal communication skills is necessary.

Duties

• Functions as Office Manager and serves as Senior Administrative Assistant to the AVP/AD and perform confidential administrative duties in a professional manner. Direct and respond to correspondence including e‑mails and phone calls. Monitor deadlines for all matters of information and reporting to ensure completion. Prepare final and draft correspondence pertaining to routine matters, evaluation and programming documents for the AVP/AD's staff (12 members). Maintain timekeeping records for the office staff. Maintains confidential files and correspondence.
• Coordinate AVP/VD's calendar; schedule and prioritize appointments and meetings, determine location. Confirms meeting, attendees, location prior to scheduled appointment. Gather information and prepare agendas for the following meetings: Department Administrator's Staff, and Assoc. VP/Vice Dean's one‑on‑one with SVPHS/Dean. Takes meeting minutes as required. Follow‑up on action items as assigned and follow‑up with the responsible party. Compiles necessary status reports.
• Review and prioritize all incoming mail and identify action items for the AVP/VD and advise on time‑sensitive issues. Screens incoming telephone calls, researching and responding to various inquiries, determine when to direct inquiries to responsible Dean's office administrative personnel. Provide outstanding customer service by maintaining a courteous and helpful approach when dealing with faculty/staff.
• Prepare and/or coordinate official correspondence and formal presentation made by the AVP/VD. Prepare draft documents for various SOM Departments, Human Resource and other areas on campus. Provide administrative support for high level searches, as needed. Keep abreast of activities throughout the Medical Center, Health Sciences Center, Campus, and elsewhere that may require the AVP/VD's attention. Works collaboratively with staff in the units within the Dean's Office suite.
• Coordinate the OTPS budget for the Office of the AVP/VD. The incumbent will be responsible for reviewing, coordinating, and encumbering funds for the division. Prepare, monitor, coordinate, and expedite purchase requisition and services for the AVP/VD; review invoices for accuracy prior to payment, perform data entry necessary to input expense information into spreadsheet format for the maintenance of records and preparation of reports & reconciliations and needed. Prepares and coordinates all travel arrangements as requested. Compile budget data as requested. Prepares journal transfers and reconciliation for affiliated SOM areas. Oversee Dean's Office equipment maintenance contracts and renewals. Assist in maintaining & reporting on Property Control records for Dean’s Suite.
• Work with Contract Officer on the data entry and tracking, contract correspondences and contract routing and reporting for all 6 Schools.
• Oversee website development for the Dean SOM Office. Review periodically to ensure that the information is up-to-date. Make sure that new policies and decisions are incorporated into site. Meet with AVP/VD to review final changes prior to implementation.
• Other duties as assigned. Participates in projects and initiatives as assigned and performs other duties as requested. This may include representing the office of the AVP.

Special Notes

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

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

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 (631) 632‑6280 or visit OEA.

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

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Job Number

2604078

Official Job Title

Senior Administrative Assistant

Job Field

Administrative & Professional (non-Clinical)

Schedule

Full-time, Day Shift, Shift Hours: 8:30 AM – 5:00 PM

Appointment Type

Regular

Salary Grade

N8

SBU Area

The Research Foundation for The State University of New York at Stony Brook