Administrative Coordinator

Stony Brook University•Stony Brook, NY

8d•Onsite

About The Position

Student Health, Wellness, and Prevention Services is seeking an Administrative Coordinator to provide comprehensive operational and administrative support for Student Health Services (SHS) and if needed, CAPS. This role ensures smooth daily operations by managing schedules, coordinating events planning and logistics, business operations, maintaining records, and assisting with special projects as needed. The incumbent provides responsive communication, fosters respectful partnerships, engages students, and maintains collaborative, professional relationships to ensure excellent customer service. Furthermore, they must be proactive, detail-oriented, and adaptable, with the ability to learn quickly and perform effectively in a variety of roles. They should be able to utilize patient-centered communication with all customers, including underserved students and those seeking sensitive services, to help reduce health disparities and stigma related to services. The incumbent plays a crucial role as a team member within Student Health, Wellness & Prevention Services. In this capacity, they collaborate with other team members to collectively contribute to the overall functioning and effectiveness of the services provided. This involves actively participating in team meetings, sharing insights, and engaging in collaborative decision-making processes. The incumbent's role extends to fostering a cooperative and supportive atmosphere, ensuring seamless teamwork, and collectively working towards the common goals and objectives of Student Health, Wellness & Prevention Services.

Requirements

Bachelor’s degree (foreign equivalent or higher).
Two (2) years of full-time administrative support experience.
Experience with Microsoft Office Suite (Excel, Word, PowerPoint, Visio, etc.) and/or Google Workspace.
Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations.

Nice To Haves

Experience with PeopleSoft, Navigate and/or Wolfmart.
Experience working with a diverse student population.
Experience in customer service, event or program planning, and/or administrative support.
Experience handling HIPAA-protected information or working in a healthcare/clinical environment.
Experience preparing reports and presentations.

Responsibilities

Provide administrative support for scheduling and documentation of same if appropriate (meetings, meeting minutes, candidate interviews)
Schedule and coordinate candidate interview appointments, including candidate communications, directions, and parking logistics.
Maintaining various staff rosters and directories (Master schedule, phone lists, training library)
Assist with event, program, and activity coordination and execution.
Track performance evaluation deadlines, assist with paperwork, and manage scanning/copying tasks.
Assist with compiling and organizing reports, presentations, and documents as needed
Coordinate the administrative "Day 1" logistics (IT access, keys/badges, workspace setup, and departmental tours) for new hires.
Assist with special projects related to the department.
Assist in training other staff on tasks as requested.
Answer and assist with CISCO Webex phone calls, following departmental guidelines.
Responding to first-level inquiries that will include screening phone calls and/or emails, exercising the highest level of confidentiality, along with sound judgment in directing the appropriate responses.
Show utmost discretion to working with confidential and sensitive information, including HIPAA and FERPA protected information.
Coordinate FIXIT requests for 1 Stadium Road.
Manage inventory for Supplies needed
Work with other service staff (CPDC, Facilities, etc) to ensure smooth completion of operations and services
Assist in maintaining the professional appearance of the lobby and common areas.
Provide administrative, purchasing, and procurement support to ensure efficient departmental operations.
Track departmental expenses and maintain accurate procurement documentation.
Assist in managing cyclical contracts, including initiation, vendor coordination, securing approvals, monitoring deliverables, and overseeing payment processing.
Support and train employees in the use of the Concur system for travel reimbursements.
Assist in selecting, training, and managing student staff
Supervise student staff working to ensure professionalism and top-notch customer service when they represent the department either at the front desk or at any outreach event.
Organize student staff efforts to monitor and organize inventory, giveaways etc.
Participate in opportunities that promote your learning, growth, and development (i.e. classes, training, committee, webinar, etc.).
Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e. campus wide traditions, events, programs, etc.).
Other duties or projects as assigned as appropriate to rank and departmental mission.
Hours outside the work schedule may be required at times.