• Department Staff Assistant

    Stony Brook University (Stony Brook, NY)


    Department Staff Assistant

    Required Qualifications (as evidenced by an attached resume):

    Bachelor’s Degree (foreign equivalent or higher). Two (2) years of full-time professional administrative experience. Proficiency in Microsoft Office, Google Workspace, and internet applications **.**

    Preferred Qualifications:

    Experience in a university administrative office. Experience with financial processes, purchasing, reimbursements, and/or reconciliations. Event or workshop coordination experience. Skills in promotional content creation, website updates, or using content management systems **.**

    Brief Description of Duties:

    The Department Staff Assistant provides comprehensive administrative and programmatic support to the Department of Mechanical Engineering. Reporting to the Senior Staff Assistant, this role supports the Department Chair and ensures efficient operation of the department’s academic programs, events, and communications.

     

    The ideal candidate will be detail-oriented, self-motivated, and highly organized, with strong interpersonal skills and the ability to manage multiple priorities. The role requires independent judgement, problem-solving, and frequent interaction with a diverse range of internal and external populations.

    Duties:

    Financial Support:

    + Provide purchasing and reimbursement support for instructional labs and department-sponsored student organizations **.**

    + Order office supplies, source vendors, maintain service contracts, track work requests, and maintain key inventory **.**

    + Process travel reimbursements for visitors and Department Chair **.**

    + Reconcile expenses on a monthly basis **.**

    + Maintain working knowledge of financial policies, procedures, and fund types (e.g. State, RF, SBF) **.**

    Communications:

    + Serve as a point of contact for department-related inquiries **.**

    + Collaborate on promotional strategies for departmental programs and events **.**

    + Design and distribute newsletters and promotional materials, in accordance with University and College branding guidelines **.**

    + Maintain website content, digital signage, and bulletin board postings

    + Coordinate internal and external communications, including alumni and student outreach.

    + Distribute email and physical mail to the department as needed.

    + Collect, review, and upload course syllabi and faculty office hours each semester to ensure accurate and timely dissemination.

    Event Planning:

    + Organize and support departmental events, including seminars, workshops, information sessions, and Convocation

    + Coordinate logistics such as venue booking, catering, guest travel, and event materials.

    + Monitor event budgets and process payments.

    + Create event communications and manage post-event documentation, outreach, and promotion.

    + Promote community building, and serve as department representative at College and University events and activities

    Department Support:

    + Provide administrative support to academic programs and assist with ABET accreditation.

    + Assist in preparing and submitting nomination materials for faculty, staff, and student awards, scholarships, and fellowships.

    + Coordinate textbook orders and faculty desk copies.

    + Prepare appointment letters for visiting scholars and volunteers.

    + Recruit, onboard, and supervise hourly student assistants; manage schedules and timesheets.

    + Coordinate and schedule classrooms for final exams, review sessions, and other academic needs.

    **Other duties or projects** as assigned as appropriate to rank, title, and departmental goals

    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 $4000 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.

    \#LI-TG1

    **Job Number:** 2502461

    **Official Job Title:** : Staff Assistant

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

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

    **Department/Hiring Area:** : Mechanical Engineering

    **Schedule** : Full-time

    **Shift** : Day Shift **Shift Hours:** : 8:30 am - 5:00 pm :

    **Posting Start Date** : Jul 7, 2025

    **Posting End Date** : Jul 21, 2025, 8:59:00 PM

    **Salary:** : $55,000 - $60,000

    **Appointment Type:** : Term

    **Salary Grade:** : SL2

    **SBU Area:** : Stony Brook University

    **Req ID:** 2502461