Required Qualifications (as evidenced by an attached resume) :
Bachelor's degree (foreign equivalent or higher) . Two (2) years years of full-time progressively responsible administrative experience in a large, complex environment within the public sector, corporate, non-profit, or higher education setting. Experience with a document management/imaging system such as Nolij. Administrative experience supporting senior level management to include calendar management. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...).
Advanced degree (foreign equivalent or higher) . Experience with handling university budgets. Experience communicating with Senior University and SUNY officials, as well as high-level external constituencies. High-level administrative experience at SBU. Knowledge of SUNY and Stony Brook University academic policies and procedures. Experience with fundraising and coordinating committee activities. Experience with Human Resources (ie. Recruitment, scheduling interviews, onboarding new hires, termination paperwork, etc.). Experience coordinating recruitment searches for Senior level positions and coordinating events. Experience with website maintenance.
Brief Description of Duties:
Provide administrative support to the Provost and Senior Vice President for Academic Affairs. Experience working with, and maintaining, confidential information with a high degree of professionalism, integrity, discretion, and tact is of the utmost importance .
The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.
Provide administrative support to the Provost as well as all Provostial administrative committees. Coordinate meetings, take meeting minutes, research, prepare and provide appropriate background materials for meeting attendees including reports. Create, maintain and update blackboard sites for any new/current Provostial committees. Draft routine correspondences for Provostial signature with respect to format and content.
Verify and process all invoices, including travel requisitions from Provost units as well as reimbursements for Deans/Directors reporting to the Provost. Ensure compliance with all budget policies.
Responsible for the tracking of all state and federal lobbying activities of the Provost. Prepares state and federal lobbying reports, which include information pertaining to branch of government lobbied, issue/s lobbied and costs incurred, and responsible for the accurate and timely submission to the Office of Governmental Relations
Manage Emeritus Faculty Association to include distribution of monthly bulletin, catering monthly meetings as well as annual luncheon, act as contact person for the membership, and assist in maintaining the Emeritus Faculty Association website.
First line liaison for the Provost with Stony Brook students, faculty and administrators and external constituents. Independently respond and prioritize as necessary.
Supervise and coordinate site visits and official events, such as external visiting groups to the campus, faculty receptions, dinners/receptions for campus visits by distinguished guests, etc.
Assist with the coordination of High-Level Provost Office searches. Responsibilities in this area include tracking status of searches; managing the budget for searches; compiling resumes; creating all search correspondence; contacting candidates; handling travel arrangements and car service; scheduling candidates' itineraries; setting-up committee meetings; taking meeting minutes; creating and coordinating interview schedules; meeting and greeting candidates; creating/paying invoices/reimbursements; arranging catering requests; obtaining room space for meetings, and coordinating campus tours.
When appropriate serve as Provost Office representative/liaison for University campaigns (Habitat for Humanity, Blood Drives, Stony Brook Cares/SEFA, etc.)Keep a record of dono r s and donations, event marketing through direct email and poster placement, and distributing pledge forms to appropriate liaisons.Answer questions from potential donors, captains, and external liaisons.
Maintain inventory of office and kitchen supplies. Generate monthly supply needs and send information to appropriate vendor for order.
Assist with the interviewing, hiring, training and supervision of student employees.
Other duties or projects as assigned as appropriate to rank and department mission.
This is a full 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: Provost Office-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Jan 9, 2020
Posting End Date: Feb 9, 2020, 4:59:00 AM
Salary: Commensurate with experience within the range of $45,000-$50,000
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1904003
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.