Dean's Office Staff Assistant

Stony Brook University•Town of Brookhaven, NY

About The Position

The Dean's Office Staff Assistant provides front-office and administrative support to the Dean's Office, helping ensure smooth daily operations. The role serves as a first point of contact for faculty, staff, students, and visitors, and supports the Dean, Associate Deans, Senior Staff, and CEAS Advancement team through calendar management, meeting coordination, event support, and office operations. It requires a professional, approachable demeanor; strong communication and interpersonal skills; discretion and sound judgment when triaging inquiries and handling sensitive information; and the ability to work independently and collaboratively while managing competing priorities. The position supports reception, scheduling, meeting logistics, correspondence, records, supplies, mail, and College events. It is a full-time, non-exempt appointment eligible for FLSA overtime provisions. In addition to base salary, the position is eligible for $4,150 in annual UUP location pay, paid biweekly. The employer is unable to sponsor work visas.

Requirements

Bachelor's degree (foreign equivalent or higher).
Two years of progressively responsible administrative support or related experience.
Experience serving as a primary contact for internal and external stakeholders.
Experience managing multiple priorities in a fast-paced office environment.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Proficiency with Google Workspace, including Gmail, Calendar, Docs, and Sheets.
Excellent verbal and written communication skills, strong interpersonal skills, and a professional and approachable demeanor.
Discretion, diplomacy, and sound judgment in assessing and prioritizing inquiries.
Strong organizational, problem-solving, and time-management skills, with attention to detail.
Ability to work independently and collaboratively, handle confidential and sensitive information, and contribute to a respectful, collaborative, service-oriented office culture.

Nice To Haves

Experience supporting executive leadership, senior administrators, or a Dean's Office.
Experience with calendar management, meeting coordination, and event planning.
Experience working in a higher education environment.
Experience using administrative systems and virtual meeting platforms, including Zoom and Google Meet.

Responsibilities

Serve as the primary point of contact for the Dean's Office, greeting and assisting faculty, staff, students, and visitors professionally and courteously.
Triage inquiries by assessing, prioritizing, resolving, or escalating matters to the appropriate person or office.
Maintain a welcoming, professional reception area and monitor office and kitchen supply inventory, arranging replenishment as needed.
Coordinate conference room and meeting-space reservations, prepare spaces with technology and Zoom access, and clean up after meetings.
Maintain accurate records of meetings, schedules, and office activities.
Arrange catering for meetings and events, including timely delivery and appropriate setup and teardown.
Assist with drafting, proofreading, and distributing correspondence, announcements, and meeting notes.
Assist with incoming and outgoing mail and distribute packages.
File, scan, and organize digital and physical documents, and provide backup administrative support.
Maintain and update the Dean's calendar in consultation with the Executive Assistant to the Dean.
Support calendar management for Associate Deans and coordinate meeting logistics, including room reservations, technology, agendas, and materials.
Liaise with internal and external stakeholders to confirm availability and manage scheduling conflicts.
Coordinate scheduling for interview candidates and visitors, including travel, lodging, itineraries, reservations, and parking when needed.
Assist with planning and executing College lectures, workshops, receptions, and other events.
Track RSVPs, manage guest lists, and coordinate event logistics with facilities and IT.
Support smooth event-day operations, including signage, materials, and hospitality.
Coordinate with University offices such as Campus Catering and Conferences & Special Events as needed.
Perform other duties and projects as assigned, appropriate to rank and mission.