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Staff Assistant

Required Qualifications (as evidenced by an attached resume):

Bachelor’s Degree (foreign equivalent or higher) and two (2) years of full-time administrative experience. Proficiency with Microsoft Office Suite.

Preferred Qualifications:

Experience working at a university or college. Experience working in college admissions. Administrative experience working directly with undergraduate, graduate or professional students. Experience providing administrative support to the supervisor, executive, c-suite, etc. Experience with computer software, applications, and/or information systems relevant to the university or healthcare environment (e.g., Blackboard, WebAdmit, New Innovations, EHR).

Brief Description of Duties:

The staff assistant will report to the Associate Dean for Education and provide administrative support to the operations of the Office of Education.

Admissions:

Assist with predoctoral admissions recruitment efforts. Analyze application materials for screening qualification and coordinate interview activities: Prepare necessary admissions evaluation reports for Admissions Committee review, prepare interview day applicant packets, notify and schedule applicants for interview, secure interviewers, notify and schedule student representatives for applicant interview luncheon, as requested. Secure conference and interview rooms, organize luncheon meals for applicant’s and student representatives, meet and greet applicants for interview. Prepare invoices, PO, and receipts for catering orders for procurement. Maintain correspondence and guide applicants through the application process; Respond to all inquiries within a timely manner, refer applicants to appropriate informational resources. Verify that all requested and required applicant information is collected, entered, processed and maintained in electronic databases. Prepare admissions statistical reports and data for committee review. Schedule Admissions Committee meetings; record and distribute meeting minutes, as requested.

Student Affairs:

Assist with the coordination of special events, including but not limited to, Graduation, White Coat Ceremony, DDS and Advanced Education Orientation, Welcome Barbeque, Senior Celebration, Match Celebration, Awards Ceremony, Scholars for Dental Medicine, and Outreach Match. Gather, organize, and distribute event information. Assist with the preparation of programs, scripts, tickets, name badges, handouts and other event materials. Assist with catering orders, printing certificates, scheduling and room reservations, distributing and collecting regalia and other logistics. Participate and provide support during events. Assist with the coordination of student club activities and fundraising events. Schedule meetings, info sessions, and lunch & learns, including ordering refreshments and ensuring appropriate materials, classrooms and equipment are available. Prepare invoices, PO, and receipts for catering orders for procurement. Answer questions and provide assistance to students regarding student life (housing, transportation, lockers, mailboxes) to support a positive learning environment. Assist with organization of student workers.

Administration:

Serve as a liaison between applicants, students, faculty and staff, and the Associate Dean for Education. Answer telephones, respond to messages, schedule meetings for students and faculty with the Associate Dean or refer them to appropriate individuals and departments on behalf of the Associate Dean. Schedule staff meetings for the Office of Education staff; generate and distribute meeting minutes. Sort and distribute mail, keep appropriate records and redirect mail as necessary. Disseminate updated information through email, written correspondence, and the Office of Education website. Gather and analyze data and generate reports and surveys for annual Office of Education outcomes assessments. Assist with updating Office of Education recruitment materials, student handbook, informational guidebooks, etc. Ensure that all requested and required documentation is collected from students and appropriately processed and/or analyzed and stored. Assist with student credentialing as needed. Monitor and replenish office supplies and equipment. Supervise student workers and checkout and return of AV equipment. Arrange for maintenance as needed. Meet regularly with the Associate Dean for Education to review progress in all areas.

Complete special projects at the direction of the Associate Dean of Education including tasks related to grant proposals and manuscripts

Academic Affairs:

Assist with the operations of Academic Affairs. Gather data to evaluate student progress. Prepare, print, and/or distribute correspondence and form letters, including transcripts, letters of good standing, externship forms, enrollment verifications, and continuing education credit. Verify the validity of documents and obtain Associate Dean’s signature as needed. Assist in making classroom reservations and class schedule changes. Assist in monitoring student attendance. Proctor exams at HSC for biomedical courses; proctor exams at SDM occasionally as needed.

Other duties:

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.

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.

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 _._

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**Job Number:** 2501720

**Official Job Title:** : Staff Assistant

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

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

**Department/Hiring Area:** : Office of the Dean, School of Dental Medicine

**Schedule** : Full-time

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

**Posting Start Date** : May 23, 2025

**Posting End Date** : Jun 6, 2025, 10:59:00 PM

**Salary:** : $50,000 - $55,000

**Appointment Type:** : Term

**Salary Grade:** : SL2

**SBU Area:** : Stony Brook University

**Req ID:** 2501720