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Office Manager

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time related administrative experience. Proficiency in Microsoft Office Suite (i.e. Outlook, Microsoft Word, PowerPoint and Excel). Experience working in a healthcare or higher educational setting.

Preferred Qualifications:

Experience in department administration. Experience in budgeting or accounting including budget management. Experience using an Applicant Tracking System. Experience using a Human Resources Information System. Advanced experience with Microsoft Excel. Experience with electronic filing.

Brief Description of Job Duties:

The incumbent will work with the department(s) of Human Resources and Finance/Administration within the Stony Brook University School of Dental Medicine (SODM). They will report to the Associate Dean for Finance and Administration, but will also have responsibilities in the area of budgeting and finance. The incumbent will act as the gatekeeper for the department and interact with students, faculty and staff.

The ideal candidate will have experience with employee recognition/appreciation programs. They will have a positive attitude, not be afraid to ask for guidance, and use the phrase "how can I help?"

Duties:

Department Administration

+ Coordinate various aspects of the hiring process including scheduling interviews, welcoming candidates, collecting required paperwork/forms, reserving conference rooms.

+ Assist with onboarding of newly hired employees to ensure the hire has everything they need to be successful at the SDM.

+ Ensure that all off-boarding tasks are completed.

+ Track the completion of performance programs/evaluations and reappointment letters.

+ Remind departments as necessary.

+ Participate in activities related to Employee Recognition. Suggest ideas to commemorate events and coordinate the activities.

+ Monitor faculty and professional appointments for premature/tenure appointments.

+ Collect related documents as needed.

+ Run monthly PeopleSoft and compliance reports, making modifications to each as needed.

+ Maintain an inventory of standard supplies and order non-traditional items.

+ Coordinate the repair/maintenance of office equipment, submit tickets for computer concerns.

+ Create and implement a process for document management with regard to personnel files.

+ Produce documents from the HR's notes to summarize thoughts and advise on wording/structure.

+ Prioritize mail based on importance and advise HR of any items requiring immediate attention.

Budget and Finance

+ Provide support to the Assistant Dean of Finance and Administration planning and maintaining the SDM budget.

+ Manage department calendars including time-off instances.

+ Perform monthly reconciliation of revenue and expenses.

+ Maintain log of departmental purchase requisition/order transaction.

+ Maintain log of departmental travel budgets.

+ Maintain monthly bi-weekly payroll reports.

+ Assist in the submission of paperwork for the new accounts and granting account access.

**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.

**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:** 2503964

**Official Job Title:** : Staff Assistant

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

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

**Department/Hiring Area:** : School of Dental Medicine

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8:00am - 4:30pm :

**Posting Start Date** : Oct 29, 2025

**Posting End Date** : Nov 12, 2025, 8:59:00 PM

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

**Appointment Type:** : Term

**Salary Grade:** : SL2

**SBU Area:** : Stony Brook University

**Req ID:** 2503964