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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** :

Progressively responsible full-time administrative experience in a student services type setting within a higher education/academic environment. Experience with Research Foundation or SUNY policies and procedures. Experience working with visa / immigration paperwork. Experience with financial transactions, including purchasing, reimbursements, and account reconciliations. Experience with event planning. Experience with design of promotional materials, content writing, or website maintenance and content management systems.

Brief Description of Duties:

The Department Staff Assistant provides administrative support to the Department. The incumbent will work closely with the Senior Staff Assistant (ATC) maintaining the overall academic integrity, quality, and viability of the departmental programs. The incumbent will be the first point of contact for the department. The successful incumbent must be well organized with excellent interpersonal skills, detail oriented and have excellent verbal and written communication skills. Experience effectively multi-tasking in a fast-paced, deadline driven environment with a high degree of accuracy and organization. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. Critical functions of this role include but are not limited to providing administrative support in purchasing, events planning, assistance with recruitments, appointments and payroll. The incumbent will interact with individuals at various levels within an institution as well as the general public whenever necessary and with a culturally and ethnically diverse population. Experience working with, and maintaining, confidential information and demonstrated record of outstanding customer service is essential for this position.

Duties:

Departmental Support:

+ Assist with maintaining an organized office environment including: Record, file and/or forward as appropriate all incoming internal and external paperwork, emails, and telephone calls in a prompt and professional manner providing a positive environment, be knowledgeable about the departments’ programs and activities.

+ Communicate with students, faculty, staff and external constituents and direct walk-ins to the appropriate contacts, serving as a point person and information source for the department and helps coordinate office workflow, communications, processes, and procedures for all departmental activities.

+ Assists Senior Staff Assistant (ATC) with data management and serves as the TMS administrative support assistant for departmental searches, assists with departmental non-salaried appointments, visa/immigration, collects and uploads documents for Interfolio and assists with recruitment of all positions- duties to include, but are not limited to setting up interview dates with candidates, assist with mid-search summary reports for ATC review.

+ Interpret and/or investigate campus guidelines, policies and procedures; resolve routine discrepancies.

+ Compile data, solicit and research information from a variety of sources, and prepare reports as requested for departmental needs.

+ Assist with coordinating mass mailings (such as alumni mailings and other correspondence) from the chair and/or Senior Staff Assistant (ATC).

Financial Support:

+ Assist Senior Staff Assistant (ATC) in the preparation of all requisitions, purchase orders, and annual contracts, as well as material services requisitions for state, RF, IFR, IDC, start-up, Stony Brook Foundation.

+ Coordinating office equipment maintenance and replacement as needed.

+ Process orders and requisitions for lab courses and student events, reconciling all accounts on a monthly basis.

+ Source vendors to obtain competitive pricing, (e.g. shredding services, water coolers, transportation services).

+ Maintain basic knowledge of all account type policies, procedures, finance and procurement guidelines.

+ Reconcile department-issued credit cards and assist with reconciliation and analysis of monthly expenses.

+ Submit and follow up on work order requests (key requests, telephone, work orders), and maintain key inventory.

+ Provide pre-award administrative assistance, guidance, and oversight to GPDs in preparation of BNL Contracts with BNL Advisors for new and/or continuing Graduate Students. Ensures timely processing of these contracts. Assists in preparation of draft budget for the contract; ensures regulatory compliance requirements.

+ Assists with department-wide sponsored projects; Assists with coordination of proposal meetings, data collection and maintaining compliance with sponsor guidelines and University policy and procedures.

Workforce Support:

+ Recruit, approve, and process all student assistant and Federal Work Study appointments for the Department.

+ Manage, and review the performance of all student assistants and federal work -study students working in the department; approve hours in SOLAR and manage daily workload.

+ Monitor biweekly temp service expenditures to stay within the allocated budget as needed.

+ Point of contact with BNL PI’s and tracking contracts to ensure continuity.

+ Initiate DocuSign for Principal Investigators for BNL and GAANN fellows and complete State/RF payroll appointment processes.

Communications Support:

+ Work in conjunction with the Senior Staff Assistant (ATC) to design and execute new methods to advertise and promote the departmental programs, research efforts, and intersession course offerings, as well as enhance the diversity of the student body.

+ Create and disseminate promotional materials and newsletters for the Department, coordinating with University Communications as appropriate.

+ Generate content and maintain current news items, directory information, and curriculum information on the departmental website, Scala Digital Signage, and departmental bulletin boards.

Event Planning:

+ Assists the faculty, chair and Senior Staff Assistant (ATC) with department-sponsored events, helping to promote community building; serving as a department representative at these events and activities.

+ Coordinate departmental meeting logistics including disseminating the agenda, coordinating and reserving any catering, room, and/or A/V needs. Serving as the point of contact for events and taking meeting minutes as needed.

+ Create and maintain electronic schedules and manage reservations for the department conference room **.**

+ Arrange travel and accommodations for faculty and lecturer recruitment efforts, as well as for seminar speakers.

+ Assist with Departmental events such as Research Day, Student award ceremony and Graduation events. Provide assistance with departmental participation at CEAS and University events, as needed.

**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 $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.

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**Job Number:** 2502796

**Official Job Title:** : Staff Assistant

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

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

**Department/Hiring Area:** : Materials Science and Chemical Engineering

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 9:00 AM-5:00 PM :

**Posting Start Date** : Jul 25, 2025

**Posting End Date** : Aug 8, 2025, 10:59:00 PM

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

**Appointment Type:** : Term

**Salary Grade:** : SL2

**SBU Area:** : Stony Brook University

**Req ID:** 2502796