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Administrative Assistant, Conferences & Special Events

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Experience with Microsoft Office Suite and/or Google applications. Project management experience and/or experience coordinating events.

Preferred Qualifications:

Advanced degree (foreign equivalent or higher). Additional years (3 ) of full-time administrative experience. Calendar management experience. Experience working in the government sector. Experience drafting correspondences/communications. Experience working with an E-Procurement System. Experience with conference and/or event planning. Experience securing and facilitating virtual meetings.

Brief Description of Duties:

The Administrative Assistant, reporting to the Executive Director of Conferences & Special Events, plays a vital role in supporting the day-to-day operations of the department. This individual needs to be dynamic and excels in a fast-paced, detail-oriented environment, and possesses a passion for contributing to a team dedicated to excellence. This role oversees office operations and provides essential administrative support to the department. The incumbent is expected to provide optimal customer service, as this position will be working with internal and external stakeholders.

Office/Business Operations

+ Office Oversight: Oversee the day-to-day functions of the office environment, including ensuring the suite is appropriately opened and operational, voicemails are retrieved, and mailboxes are checked regularly.

+ First Point of Contact: Serve as the initial point of contact for inquiries directed to the Executive Director, demonstrating professionalism and courteous communication with internal and external stakeholders.

+ Communications Management: Manage the department’s incoming and outgoing communication, including voicemails, emails, and departmental mailboxes. Ensure prompt and accurate responses to messages.

+ Calendar Management: Efficiently oversee the Executive Director's calendar, scheduling meetings (both virtual and in-person), coordinating logistics, preparing agendas, and documenting meeting minutes.

+ Student Assistant Supervision: Recruit, hire, train and supervise student assistants to ensure their effective contribution to the department’s activities and goals.

+ Time and Attendance Tracking: Maintain accurate records of staff time and attendance, including remote work schedules and vacation requests. Ensure compliance with weekly remote work reports.

+ Administrative Assistance for Directors: Provide administrative support to Directors as directed.

+ Travel Coordination: Arrange travel accommodations, itineraries, and necessary documentation for team members attending conferences, events, or business meetings.

+ Directory Maintenance: Regularly update and manage University Council/VP directories and day-of-event contact sheets, ensuring accuracy and accessibility of important contact information.

+ Special Initiatives Support: Assist the Executive Director in coordinating and executing special projects and initiatives, ensuring timely completion and alignment with department objectives.

+ Staff Onboarding: Facilitate the seamless onboarding of new staff members by coordinating necessary paperwork, scheduling of orientations, and introductions to department procedures.

+ Office Supply & Technical Support: Oversee office supply inventory to ensure sufficient stock levels of essential items. Collaborate with the Business Manager to coordinate technical support for computers, printers, phones, and other office equipment, maintaining a smooth working environment.

+ Parking Validations & Inventory: Manage the inventory of parking validations for conferences and events, ensuring accurate distribution and tracking.

+ Budget and Invoicing Support: Assist the Budget Manager by tracking unpaid client invoices, communicating with clients as necessary, and supporting the permitting process for external clients.

+ Conference Room Scheduling: Coordinate and maintain a conference room schedule to accommodate department meetings. Allocate time slots, arrange for setups, audio-visual equipment, catering and resources as requested.

University Events

+ Event Support: Provide comprehensive administrative support for a range of University events.

+ Commencement Support: During commencement season, assume a pivotal role as the point of contact for students and their families, addressing inquiries and providing exceptional customer service.

+ Planning Meeting Coordination: Assist team in the scheduling and coordinating of key planning meetings.

+ Event Communication: Manage the event mailbox and respond to phone inquiries promptly and professionally, offering accurate information and assisting guests with event-related details.

+ Registration and Ticketing: Assist in the management of RSVP links, invitee registrations, ticket distribution, and attendee lists for events, including timely updates and support. Events can range in attendance from 100 to 5,000 attendees.

+ Print Material Facilitation: Play a vital role in facilitating event-related print materials such as scripts, certificates, name badges, registration lists, agendas, and day of event information packets ensuring accuracy and timely distribution.

+ Event Deliveries and Support: Responsible for the careful packing and timely delivery of event materials, contributing to the smooth execution of University events.

+ On-Site Event Assistance: Provide on-site event support as assigned, offering assistance with setup, registration and guest guidance as needed.

Conferences Unit/Wang Center

+ Software Proficiency: Become proficient in utilizing key Conference Services software systems including 25Live, CVENT, TripleSeat and Social Tables, to support efficient event planning and coordination.

+ Mansion Requests: Assist with Sunwood and Childs Mansions reservation requests and scheduling.

+ Campus Signage Requests: Serve as a reliable backup support for campus signage requests, ensuring timely and accurate placement of event-related signs and directions.

+ Wang Center Operations: Occasionally, as needed, contribute to Wang Center operations, assisting with client arrivals, basic audio/visual requests (e.g. turning on laptop; audience microphones in Theater), to ensure smooth operations.

+ Cultural Program Event Registration: Provide occasional assistance with event registration tables on an as-needed basis.

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

Special Notes:

This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

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

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

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 (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .

_In accordance with the Title II Crime Awareness and Security Act_ a _copy of our crime statistics can be viewed_ here (https://www.stonybrook.edu/police/) _._

Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the **total rewards** we offer.

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**Job Number:** 2501896

**Official Job Title:** : Staff Assistant

**Job Field** : Administrative & Professional (non-Clinical)

**Primary Location** : US-NY-Stony Brook

**Department/Hiring Area:** : Conferences & Special Events

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8:30 a.m. - 5:00 p.m. :

**Posting Start Date** : May 27, 2025

**Posting End Date** : Jun 10, 2025, 11:59:00 PM

**Salary:** : $51,261-$55,000

**Appointment Type:** : Term

**Salary Grade:** : SL2

**SBU Area:** : Stony Brook University

**Req ID:** 2501896