Senior Administrative Assistant

Stony Brook University•Town of Brookhaven, NY

About The Position

The Senior Administrative Assistant to the Associate Vice President/Vice Dean for Health Sciences provides confidential administrative and office-management support. The role disseminates decisions throughout the division, manages competing priorities and customer needs professionally, and maintains email accounts, calendars, files, correspondence, and documents. It requires strong computer skills, critical thinking, and excellent written and verbal communication. The position supports executive operations, meetings, communications, budgets, purchasing, travel, contracts, website content, and records for the Dean’s Office and related divisions. The incumbent works collaboratively with staff across the Dean’s Office suite and undertakes other assigned projects and duties. This is an FLSA non-exempt position eligible for overtime. Employment is subject to Research Foundation of SUNY policies and procedures, sponsor guidelines, and funding availability. The employer cannot sponsor work visas.

Requirements

Associate’s degree or foreign equivalent.
Five years of full-time, progressively responsible administrative experience in an office setting.
Experience with advanced email and calendar systems.
Experience working in an executive setting supporting a senior-level individual.
Experience using Microsoft Office applications, including Word, Excel, and PowerPoint.
Customer service experience.

Nice To Haves

Bachelor’s degree or foreign equivalent.
Experience in a healthcare environment.
Experience with PeopleSoft, SBU Reporting, Oracle, ERAS, Wolfmart, SUNY Mainframe, and/or SMRT.
Experience managing a budget.
Knowledge of SBU HR policies and procedures.

Responsibilities

Serve as office manager and provide confidential administrative support to the AVP/VD, including directing and responding to correspondence, emails, and phone calls.
Monitor deadlines for information and reporting, prepare draft and final correspondence and documents, maintain confidential files, and keep office staff timekeeping records.
Coordinate the AVP/VD’s calendar; schedule and prioritize appointments and meetings; confirm meeting details; prepare agendas; take minutes as needed; follow up on action items; and compile status reports.
Review and prioritize incoming mail, identify action items and time-sensitive matters, screen calls, research and respond to inquiries, and refer inquiries to appropriate administrative personnel.
Provide courteous customer service to faculty and staff.
Prepare or coordinate official correspondence and presentations, draft documents for departments and campus offices, support high-level searches as needed, and keep the AVP/VD informed about relevant activities.
Collaborate with staff in units within the Dean’s Office suite.
Coordinate the AVP/VD office’s OTPS budget, review and encumber funds, manage purchase requisitions and services, check invoices, enter expense data, maintain records, and prepare reports and reconciliations.
Coordinate travel arrangements, compile requested budget data, prepare journal transfers and reconciliations for affiliated School of Medicine areas, oversee equipment maintenance contracts and renewals, and assist with Property Control records and reporting.
Work with the Contract Officer on data entry, tracking, correspondence, routing, and reporting for contracts across all six schools.
Oversee development of the Dean’s School of Medicine Office website, periodically review content, incorporate new policies and decisions, and review final changes with the AVP/VD before implementation.
Participate in assigned projects and initiatives, perform other duties as requested, and potentially represent the AVP’s office.