Global Affairs Coordinator

Stony Brook University•Stony Brook, NY

About The Position

The Global Affairs Executive Coordinator provides comprehensive administrative and operational support to the Office of Global Affairs (OGA). This position ensures effective executive support for the Senior Associate Provost, coordinates global partnerships and financial initiatives, organizes international events and delegation visits, and contributes to projects that advance the university’s global mission. The successful candidate will demonstrate strong organizational and time management skills with the ability to manage multiple priorities and deadlines. Excellent written and verbal communication skills. Strong interpersonal skills and the ability to work effectively with diverse stakeholders. Discretion and professionalism in handling sensitive and confidential information.

Requirements

Bachelor’s degree (foreign equivalent or higher).
Three (3) years of full time progressively responsible administrative experience. In lieu of a Bachelor's degree, a Master's degree and one (1) year of full-time administrative experience.
Proficiency with technology, office software and communication systems (i.e. GoogleSuite, Microsoft Office, etc.).
Experience working with collaboration tools (Teams, Zoom).
Expertise in planning and coordinating executive-level meetings, events and/or travel.

Nice To Haves

Master’s degree (foreign equivalent or higher) in higher education administration, international relations, or a related field.
Two (2) full time years directly supporting a senior executive (i.e. Dean, Provost, Vice President, C-suite leader).
Knowledge of global engagement, international partnerships, or higher education internationalization.
Experience with financial tracking, reporting, or grants management.
Familiarity with project management tools or CRM/database platforms.
Cross-cultural communication skills and experience coordinating international programs or events.
Experience living, working, or studying abroad.

Responsibilities

Manage complex scheduling, calendars, travel arrangements, and reimbursements for the Senior Associate Provost.
Serve as the primary point of contact for internal and external inquiries; handle sensitive and confidential matters with discretion.
Draft, edit, and proofread professional correspondence, reports, presentations, talking points, and briefing materials.
Coordinate meeting logistics, including agendas, minutes, technology setup, and follow-up actions.
Collaborate with campus departments and offices to effectively deliver international programs and manage logistics.
Maintain accurate filing systems, databases, and office workflows; track deadlines and priorities.
Process invoices, procurement requests, and budget reconciliations; assist with financial monitoring.
Manage document approvals, signatures, and records related to global agreements.
Prepare data, reports, and materials for presentations and strategic planning.
General office management: inventory of office supplies & needs, management of conference room spaces, OGA staff calendar, etc.
Support management of international partnerships, including agreement tracking, renewals, and compliance requirements.
Provide direct support to the Senior Assistant Dean for Global Initiatives in advancing the university’s international strategy, including the development, oversight, and expansion of global initiatives and partnerships.
Collect, analyze, and report data on projects and programs of the Office of Global Affairs, tracking outcomes such as financial impact, student enrollment, and other indicators of global engagement.
Support the financial management of global initiatives and partnership-related projects by assisting with budget planning, forecasting, expense tracking, and reporting.
Collaborate with academic units, faculty, and departments engaged in global programs.
Draft MOUs, reports, and presentations related to partnerships and initiatives.
Support development of new partnership opportunities through benchmarking peer institutions and prospect identification.
Maintain up-to-date partnership databases and documentation.
Liaise with campus finance and procurement offices regarding contracts and agreements.
Assist in grant preparation, funding proposals, and development of global program marketing materials.
Research peer institutions and analyze trends in international higher education to identify collaboration opportunities.
Support efforts to expand the university’s international visibility and global footprint through both digital marketing and non-digital outreach initiatives.
Facilitate the engagement of international constituents by supporting communications, programs, and activities that build long-term relationships.
Organize logistics for international delegation visits, including itineraries, briefing materials, gifts, accommodations, transportation, and hospitality.
Collaborate with campus partners to ensure successful execution of delegation activities.
Coordinate protocol arrangements for high-level visits and events.
Plan and manage global affairs related events; internal OGA staff events, campus-wide events, and global events. This includes registration, publicity, catering, and venue logistics.
Provide on-site event support and prepare post-event reports and evaluations.
Contribute to university-wide initiatives that advance internationalization.
Assist in crisis management planning related to global programs.
Assist with social media content development and delivery, website management and outreach campaigns for events and activities as needed.
Undertake special projects and assignments as needed.
Other duties or projects as assigned as appropriate to rank and departmental mission.