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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 administrative experience in an office setting. Proficiency in Microsoft Office Suite (i.e. Outlook, Microsoft Word, PowerPoint and Excel).

Preferred Qualifications:

Master’s degree (foreign equivalent or higher). Three (3) or more years of full-time administrative experience in an office setting. Experience coordinating/scheduling meetings. Experience managing high-volume phone calls and emails.

Brief Description of Duties:

This position is open in each of the following departments: Department of Athletic Training, Department of Health Science and Department of Physical Therapy.

This position will assist in all personnel related transactions/paperwork, procurement, assist with processing expenses and reconciling departmental expenses, coordinate use of program facilities, facilitate and attend department events, and assist with administrative day-to-day operations. The responsibilities of this position also include providing administrative support and coordination for student recruitment, orientation, admissions, accreditation, clinical education programs, scheduling, and student record keeping, as well as responding to student and program related inquiries. The incumbent must demonstrate a high level of energy and flexibility to manage shifting priorities and work collaboratively as part of a team while performing routine administrative tasks with limited supervision. The Department Staff Assistant will collaborate with the Department Chair, Vice Chair, Program Directors, the Office of the Dean, faculty, students as well as other university departments as needed. The incumbent will preserve confidentiality of student information and possess excellent interpersonal, organizational, and communication skills.

Duties:

General Administrative Duties

+ Act as initial and primary contact for the Department and/or labs as appropriate.

+ Receive and respond to all incoming program calls and emails

+ Assist with managing the program chairs/directors' calendars

+ Assist with scheduling meetings for the Department and/or labs as appropriate.

+ Respond to and manage facility queries

+ Manage and order supplies for the Department and/or labs as appropriate.

+ Record, prepare, and distribute meeting minutes and maintain current meeting files for the Department

+ Facilitate personnel related transactions/paperwork for the Department

+ Complete all procurement transactions for the department as approved by the Chair as well as preparing and reconciling routine expense documentation

+ Maintain and update databases and records for accreditation, university reporting requirements, and annual reports

+ Assist the Department Chair, program directors, and faculty with administrative tasks related to grants, workshops, and seminars

+ Provide administrative support for the clinical education programs including clinical agreements

Academic Administration

+ Under the direction of the Chair, assist with planning, organizing, and coordinating the orientation process for new students in the Department

+ Collect and maintain all records for admissions, registration, Castlebranch, graduation clearances and other needed clearances/requirements and certifications for the Department and/or programs.

+ Assist prospective students with administrative aspects

+ Learn and utilize admissions software systems to organize and support the application review process for the department

+ Assist with scheduling applicant interviews, collecting interview materials, and preparing data summaries for the department’s review and decision on student admissions and support the planning and coordination of information sessions for prospective applicants

+ Work with administration of the Department and the School to input correct information into the master schedule, class scheduling and for room requests

+ Assist the Department Chair and Program Directors with reviewing and updating of all marketing materials for the websites and catalog as well as student handbooks, newsletters and social media for the Department

Day to Day operations of the unit

+ Learn and utilize academic software systems to provide administrative support services for faculty and all adjunct faculty including but not limited to setup Brightspace gradebooks/rubrics for all courses to ensure assessment data can be collected; coordinate account access for university platforms, liaison with faculty to secure desk copies, book ordering; and maintain and keep secure highly confidential records (i.e., exams, student records, grading spreadsheet, etc.)

+ Format exams (as per faculty instructions), upload exams, and add in exam testing accommodations for instructors into Brightspace as per SASC determined parameters

+ Assist faculty with in-person proctoring of exams as needed

+ Provide necessary facility access as appropriate.

+ Assist with the planning and implementation of Department, School, and University events as needed

+ Disseminate information to students regarding the excused absence policy and under the direction of the faculty member coordinate with the student to schedule makeup exams as needed

+ Provide day-to-day problem solving of situations within this job scope that arise for students and faculty

+ 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.

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:** 2504308

**Official Job Title:** : Staff Assistant

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

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

**Department/Hiring Area:** : School of Health Professions

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8:30 AM- 5:00 PM :

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

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

**Salary:** : commensurate with experience

**Appointment Type:** : Term

**Salary Grade:** : SL2

**SBU Area:** : Stony Brook University

**Req ID:** 2504308