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Senior Staff Assistant, Academic Affairs

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Three (3) years full-time administrative experience. Knowledge with Microsoft Office Suite, Google Drive and applications. Experience drafting and creating communications, presentations, or reports. Experience with calendar management to include scheduling appointments, interviews, and/or coordinating meetings (virtually/in person). Experience with project management and marketing.

Preferred Qualifications:

Full-time administrative experience in a higher education setting. Experience managing domestic and international travel services and travel reimbursements. Experience with event planning. Experience with department chairs, deans, staff, students and faculty.

Brief Description of Duties:

The Senior Staff Assistant provides comprehensive administrative support to the Associate Dean for Academic Affairs with a strong degree of independence and judgment. Responsibilities include managing calendars, scheduling and coordinating meetings, preparing agendas and minutes, drafting correspondence, organizing travel arrangements and reimbursements, and supporting event planning. The role requires excellent communication, organizational, and problem-solving skills, as well as the ability to manage multiple priorities under pressure while working both independently and collaboratively. The Senior Staff Assistant will coordinate and project manage matters concerning the operation of the School of Nursing Academic Programs. The Senior Staff Assistant plays an integral role in supporting the operations of the School of Nursing’s Academic Programs, serving as a liaison between the School of Nursing, the Health Sciences Center (HSC), and other University offices.

Duties:

Academic Affairs Administrative Support

+ Provides comprehensive administrative support to the Associate Dean for Academic Affairs with a high degree of independence: Demonstrates an awareness of the Associate Dean's scope of responsibilities.

+ Independently manages the calendar and schedules appointments based on a thorough understanding of priorities, responsibilities, and matters of significance.

+ Coordinates the collection of relevant critical information and develops and maintains documents for various reports (SED, CCNE, National Certification, etc.), meetings, and conferences.

+ Prepares and processes travel arrangements and processes travel and reimbursements

+ Creates, organizes, and maintains official records.

+ Establishes and maintains paper and electronic files and records.

+ Tracks and monitors pending issues for follow-up independently.

+ Identifies, appropriately delegates, and resolves problems that would not require Associate Dean's involvement.

+ Designated project manager for planning and executing biannual faculty retreats.

+ Supports and executes strategic partnership planning and implementation.

+ Assists with coordination and preparation of special projects (CCNE Self-Study, grants, etc.) as delegated.

+ Leads the preparation and organization of documents required for accreditation and re-accreditation.

+ Escalates any administrative or programmatic issues of high concern.

+ Facilitates and supports joint initiatives between the School of Nursing and other offices/departments within the University and Medical Center (grants, CORHIS, etc.) as requested.

+ Assists with personnel-related transactions as necessary; and demonstrates discretion and confidentiality with all materials and information.

Academic Affairs Program Support

+ Supports and assists with matters concerning the operation of Academic Programs.

+ Demonstrates considerable knowledge of the academic programs and national and state academic standards and credentialing.

+ Supports faculty reappointment processes and acts as a liaison between program chairs, staff, and faculty.

+ Acts as a liaison to the Chairs, staff, and faculty of all academic departments and provides support as necessary or delegated.

+ Acts as a liaison between the School of Nursing and other Offices within the HSC and University and provides support as necessary or delegated.

+ Assists the development, implementation, and evaluation of student and faculty programming, including recruitment/marketing, admission, course/faculty scheduling, retention, progression, academic sanctions, student grievances, and graduation.

+ Coordinator of the development, collection, compiling and reporting of benchmarking data to measure the quality of academic programs against best practices; and provides support to the Office of Student Affairs during busy application or placement periods.

+ Prepares and collects information for sanction letters and distributes to students. Leads the response process for students facing academic jeopardy, including communication, documentation, and the maintenance of record keeping.

+ Compiles lists provided by Program Assistants of students with low GPA’s and students on LOA or requesting withdrawal so that proper follow-up can be provided.

+ Provides coordination and materials related to academic programs and faculty and student achievements to the marketing team and attends marketing meetings as needed.

Academic Affairs Reporting Support

+ Collects and organizes certification pass rates, NCLEX pass rates, graduation rates, and additional data to promote processes that lead to quality educational outcomes and adhere to the applicable Accreditation Standards for Accreditation of Baccalaureate and Graduate Degree Nursing Programs (Standards).

+ Maintain knowledge of the process for acquiring and maintaining CCNE and ACME Accreditation.

+ Coordinate the collection of documents to maintain accreditation status and in preparation for on-going reports and site visits.

+ Organize data on faculty and student outcomes.

+ Collect and organize committee agendas, sign-in sheets, minutes, and reports from staff assistants assigned to all School of Nursing committees and Departmental Meetings and file in SON Evaluation Plan folders to assure all are current and complete.

+ Coordinate meetings with Stony Brook University Officials and the CCNE on-site accreditation team.

+ Follow the approved on-site accreditation budget set by the Assistant Dean and collect the needed documentation for procurement.

+ Prepares and assists in the development of reports and correspondence to CCNE.

+ Attend and take minutes at the EOC meetings.

Dean's Suite Support

+ Provide support to all administrators in the Dean’s suite and cross-trains as needed.

+ Serve as a primary point of contact and provides general support to the operation of the Dean's Suite; and collaborates with the other staff assistants in the Dean’s suite on different projects to support the school.

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

Special Notes:

This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In addition to the employee's base salary, this position is eligible for $4000 UUP annual location pay, paid biweekly.

**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.

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.

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:** 2503071

**Official Job Title:** : Senior Staff Assistant

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

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

**Department/Hiring Area:** : School of Nursing

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8:30am - 4:30pm :

**Posting Start Date** : Oct 9, 2025

**Posting End Date** : Oct 23, 2025, 11:59:00 PM

**Salary:** : $60,000 - $70,000

**Appointment Type:** : Term

**Salary Grade:** : SL3

**SBU Area:** : Stony Brook University

**Req ID:** 2503071