Stony Brook University

in Stony Brook, NY

Type: Full-Time
Posted: 03/17/2024
Category: Administrative Assistants

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher) and four (4) years of administration experience, or combination of education and relevant experience may be considered.
Preferred Qualifications:
Five (5) years or more of administrative experience. Experience working as an administrative assistant at Stony Brook University, medical school or other academic environment. Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook & Teams).
Brief Description of Duties:
The Administrative Assistant II will report directly to the Vice Dean for Faculty Affairs and play a vital role in supporting the various day-to-day operations of the department, including, but not limited to, faculty development, faculty & departmental evaluations and faculty & staff recognition programs. The ideal candidate will have Advanced written and oral communication skills with a high level of attention to detail and accuracy. A professional demeanor with excellent organizational and interpersonal skills. Demonstrated ability to work well with colleagues and with external organizations. Ability to work in a fast-paced environment with diverse teams and adapt to last-minute and frequent changes. Ability to track, monitor and adhere to deadlines. Ability to learn university systems and databases. Demonstrated problem solving and analytical skills.
Duties:
Planning Events and Activities within the Office for Faculty Affairs:

• Coordinate and plan Faculty Affairs activities, including new faculty orientation, faculty retreats, mentoring workshops, recognition events and professional development webinars and track these activities for reporting purposes.
• Serve as contact point for faculty inquiries; guide process for all faculty affairs situations and lines.
• Manage processes and relevant communications for completion of faculty activities.
• Serve as liaison for other university departments including, but not limited to, the Provost's Office, the Office of Undergraduate Medical Education and other centers and schools.
• Educate department faculty and administrative staff on new procedures and related processes.
• Serve as a contact person and liaison for scheduled departmental reviews and chair evaluation surveys, manage schedule of external site visits and maintain a calendar for mid-interval progress assessment.

Maintain Databases and Analytics for the Office for Faculty Affairs:

• Utilize Qualtrics and other university systems to administer and maintain databases of Faculty exit surveys and other faculty activities (e.g., awards).
• Provide reporting and analysis for various faculty activities and programs to support strategic planning and Liaison Committee on Medical Education LCME accreditation.
• Maintain a database of national award and professional development activity deadlines and manage the nomination of faculty members for these.

Miscellaneous Activities within the Office for Faculty Affairs:

• Manage faculty leadership workshops.
• Manage faculty mentoring workshops.
• Manage faculty award compensations, as needed.
• Maintain Faculty Affairs website, as needed.
• Develop and maintain knowledge about current research and reports on professional development for the RSOM faculty, including what other universities are doing.
• Manage the Women in Medicine Research Day
• Provide administrative support for the RSOM chapter for the Women in Medicine and Science Chapter

Other Duties:

• Other duties or projects as needed/assigned appropriate with the mission of the Office for faculty Affairs.

Special notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.
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 or visit OEA.
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.
Visit our WHY WORK HERE page to learn about the total rewards we offer.
SUNY Research Foundation: A Great Place to Work.
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.
Salary: $48,000-$52,000
To apply, visit https://stonybrooku.taleo.net/careersection/2/jobdetail.ftl?job=2401041&tz=GMT 00:00&tzname=UTC
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Equal Opportunity/Affirmative Action Employer. Women, people of color, individuals with disabilities, and veterans are encouraged to apply.