Government & Community Relations Coordinator - 1901345
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher degree). Two (2) years of full-time directly related administrative assistant experience in a professional office setting. Proficiency with Microsoft Office Suite (Word, PowerPoint, Excel).
Additional years (3+) of full-time directly related administrative assistant experience in a professional office setting. Experience as an executive assistant. Experience working in an academic and/or non-profit setting. Experience managing budgets.
Brief Description of Duties:
This position provides administrative assistance to three (3) members of the Government and Community Relations team. The successful candidate will interface with governmental officials, SBU staff members, executives, community leaders and local residents. We are seeking a self-motivated, detail-oriented, proactive person who has the ability to handle multiple priorities in a rapidly changing environment and is a team player. The selected candidate will have experience managing multiple priorities and tasks, coordinating complex schedules, calendars and travel arrangements and working in a fast paced environment. They will have previous experience interacting with all levels of the organization and utilization of sound judgment and discretion. This position also requires excellent communication skills.
Perform administrative duties for three professional staff that includes but is not limited to: scheduling and confirming meetings that include on and off-site executive-level meetings in Washington DC, Albany, Long Island and elsewhere, managing electronic calendars, travel schedules, arranging and confirming travel logistics and employee travel reimbursements. Responding to first-level inquiries that may include receiving and screening telephone calls and/or emails and must exercise the highest level of confidentiality along with sound judgment to direct and/or draft appropriate responses. Typing and editing correspondence as necessary. Initiate necessary follow-up on action items and ensure follow-up meetings/activities are scheduled and executed.
Primary administrative support for university events, including program and operational planning and execution, coordinating the distribution of invitations/mailings and maintaining RSVP lists, reserving parking for elected officials, coordinating on and off-site logistics for events and activities, managing photography vendor bookings. As directed, posting events or service opportunities to campus volunteer websites and communications channels.
Utilizing an automated database to create electronic vendor purchase orders, requisitions and process vendor payments. Monitor, track and reconcile monthly account activity using electronic spreadsheets in an all funds environment. Work closely with Procurement to resolve and /or correct vendor discrepancies. May hold procurement card and work closely with division financial coordinator.
General office management: Maintain record keeping, filing system, general office appearance, security, property control, maintenance and inventory of office supplies and equipment. Manage department database(s) and listserv(s) and ensure timely updates when necessary. Resolve day-to-day operational problems.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a part time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at
About Stony Brook:
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed online at the University Police website at http://www.stonybrook.edu/police .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Government & Community Relations-Stony Brook University
Schedule: Part-time Shift: Day Shift Shift Hours: Monday - Friday, 9:30 am - 3:30 pm Pass Days: Sat, Sun
Posting Start Date: Oct 14, 2019
Posting End Date: Nov 14, 2019, 4:59:00 AM
Salary: Commensurate with experience within the range of $34,000-$44,000 (prorated to reflected .80 FTE)
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1901345
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.