Executive Assistant to the Dean

Stony Brook University•Stony Brook, NY

1d•Onsite

About The Position

The Executive Assistant will support the Dean and Assistant Deans, overseeing and managing the high-level administrative responsibilities of the College of Business. They will manage the Office of the Dean’s budget and track all expenditures, organize departmental activities, and external funding activities. The incumbent will directly oversee all student office assistants. The incumbent is expected to demonstrate a high level of professionalism, initiative, and diplomacy, with wide latitude for exercising independent judgment and discretion in support of the Office of the Dean. The successful incumbent will have outstanding written, verbal, and interpersonal communication skills. Experience successfully working independently as well as part of a team with a collaborative approach to problem solving. Strong organizational and time management skills with exceptional attention to detail. Effectively recognize priorities in the event of unexpected and urgent situations. Strong commitment to the concept of customer service and team building are mandatory. Demonstrate good judgment in all aspects of the job and the ability to maintain a high level of confidentiality.

Requirements

Bachelor’s Degree (foreign equivalent or higher).
Three (3) years of directly related experience in providing high level administrative support.
Experience with office and project management.
Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging, and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, Access Database, etc.).

Nice To Haves

Master's Degree (foreign equivalent or higher).
Experience supporting a dean or equivalent senior level position.
Experience working with faculty and students.
Experience working in a Higher Education/Academic environment.
Experience managing a budget.
Workforce administration experience.
Experience with Research Foundation/SUNY policies and procedures.
Auditing and/or records management experience.
Procurement experience.
Experience working with campus computer systems (e.g. PeopleSoft, Digital Measures, Interfolio, Oracle, Wolfmart, AvidXchange, SUNY BI, SBU Reporting, Tableau, Access VIS, DocuSign, AdobeSign, SOLAR, 25Live etc.)

Responsibilities

Serve as the primary point of contact on any matter directed to the Office of the Dean by the university, community, and other external stakeholders.
Coordinate office workflow, communications, processes, and procedures for all work done in direct support of the Dean.
Serve as liaison for the Dean with the President, Provost, Deans, Directors, senior administrators, support staff, faculty, students, visitors, and others within and outside of the university.
Manage the Dean’s, and Assistant Dean’s calendars and schedules necessary appointments, meetings, and events as required for the College. This includes scheduling meetings, arranging and reimbursing for travel, and determining priorities as they relate to managing the Dean’s Office.
Coordinate meeting logistics including planning the agenda, coordinating and reserving any catering, room, or A/V needs, identifying appropriate participants, serving as point of contact for day of events and taking meeting minutes.
Manage appropriate filing systems (paper and computer-based) and operational manual for the Office of the Dean.
Record, file and/or forward as appropriate all incoming internal and external paperwork, emails, and telephone calls in a prompt and professional manner.
Develop responses for Dean’s and Assistant Dean’s signatures and draft correspondence on behalf of all as requested.
Ensure the Dean’s Office files are accurate and up to date.
Prepare material for Dean’s office, faculty and staff meetings, attends, transcribes, and maintains a file of minutes.
Manage and monitor all purchasing needs for the Office of the Dean.
Manage and maintain the renewal of all memberships, subscriptions and contracts as they pertain to the Office of the Dean.
Support all initiatives, programs, and advancement-related activities housed in the Dean's office.
Act as a resource for faculty and students in providing information and problem solving.
Keep well informed on new or changing information (budget, workforce, and academic matters) and communicate to the CoB as necessary.
Attend Provostial and CoB administrator meetings as required.
Manages special projects and reports as directed by the Dean, some of which have university-wide impact.
Independently research and prioritize incoming issues and determine appropriate course of action, referral, and/or response.
Assist the Dean’s Office in the collection of data and information in preparation of reports and presentations for the College of Business (e.g., strategic planning, budgeting, fundraising), the Office of Sponsored Programs, or other university administrative units.
Support engagement with donors and other stakeholders, assist in launching new fundraising efforts.
Prepare, track, and manage confidential information and documentation relevant to the personnel and business operations of the College.
Ensure office operations follow policy provisions and standards.
Investigate and analyze information pertaining to university-wide, intradepartmental, or interdepartmental operations for special reports, policies and procedures at the direction of the Dean.
Participate in various planning committees, work groups, and professional organizations.
Coordinate and manage professional and faculty recruitment activities, working closely with search committee chairs to create detailed daily candidate visits agendas.
Oversee all logistical arrangements, including making travel and hotel reservations, planning and hosting lunches, dinners, and meetings, and processing reimbursements.
Serve as the central organizer for all campus-visit activities, ensuring every element is executed with precision and professionalism.
Create and maintain a tracking system for vacation and absence schedules of relevant personnel within the CoB.
Recruit, appoint, schedule, and supervise Dean’s Office student assistants and department work-study students.
Monitor student award balances and approve time sheets.
Act as liaison between the College of Business and colleges and schools across campus.
Facilitate student inquiries.
Other duties or projects as assigned as appropriate to rank and departmental mission.