Senior Administrative Assistant

Stony Brook University•Stony Brook, NY

About The Position

The Senior Administrative Assistant for the Cancer Center Administration will provide a wide range of administrative functions. Working closely with the HR Coordinator will complete a variety of departmental functions as well as provide general administrative assistance to the Cancer Center Executive Administrative team. The successful incumbent presents a professional appearance, exercises discretion, uses sound judgment and effective communication skills when working with applicants, candidates, staff, faculty, physicians, senior leadership and outside vendors. Duties of the Sr. Administrative Assistant for the Cancer Center Executive Administration may include but are not limited to the following:

Requirements

High School Diploma/GED (foreign equivalent or higher) and Five (5) years of full-time administrative experience in an office setting which may include calendar management, event coordination, vendor management, travel coordination or similar experience.
Or an Associate’s degree (foreign equivalent or higher) and Three (3) years of full-time administrative experience in an office setting which may include calendar management, event coordination, vendor management, travel coordination or similar experience may be considered.
Proficiency with Microsoft Office applications to include Word, Excel and/or Outlook

Nice To Haves

Administrative experience working for executive leadership in an academic, clinical or research environment.
Experience with Human Resources function.
Experience with HR Talent Management Systems including Taleo and/or Interfolio.
Experience with accounts payable functions.

Responsibilities

Assist with RF and State, Staff and Faculty recruitments from posting to onboarding and department training. This will include using Taleo and Interfolio.
Provide a full range of administrative assistance to the Cancer Center Administrative Offices. As needed, provide independent administrative support to members of the Cancer Center Administrative Offices and/or Shared Faculty by scheduling meetings, procurement ordering and processing requisitions, utilizing policies and procedures for various funding sources.
Track and prepare Employee Change Forms (ECF), keeping data spreadsheets and advising the HR Coordinator and PI’s when extensions are needed.
Provide administrative assistance for department Meetings, Symposiums and Retreats.
Keep and maintain employee data, spreadsheets and files with updated information regarding position, salary and other related matters for review and use by Cancer Center HR Coordinator, senior leadership and PI’s.
Coordinate and schedule meetings, take minutes when needed and prepare a follow up task list.
Assist with V & I preparations for new employees in addition to maintaining spreadsheets and diary on Visa extensions for current employees for review and use by Cancer Center HR Coordinator, Cancer Center leaders and PI’s.
Cross train with other Staff Assistants in the Cancer Center Administrative Office to provide backup for administrative functions as needed for vacations, absences and larger department administrative projects.
Other duties or projects as assigned as appropriate to rank and departmental mission.