Senior Administrative Assistant

Stony Brook University • Town of Brookhaven, NY

4d

About The Position

The Senior Administrative Assistant provides administrative support for faculty personnel activities across the five schools of the Health Sciences Center: Medicine, Dental, Health Professions, Nursing, and Social Welfare. The role assists with faculty appointments, reappointments, and personnel transactions while maintaining confidentiality. The successful candidate needs strong organizational, analytical, customer service, written, and verbal communication skills, and the ability to manage multiple priorities in a fast-paced environment. Attention to detail, sound judgment, and the ability to work independently are essential.

Employment is with the Research Foundation of SUNY, a private educational corporation, and is subject to Research Foundation policies and procedures, sponsor guidelines, and funding availability. This is an FLSA non-exempt position eligible for overtime provisions. Work visa sponsorship is unavailable. The job posting states that the starting salary range is noted below, but provides no salary figures.

Requirements

• Bachelor's degree (foreign equivalent or higher) and one year of full-time administrative experience in an office setting; alternatively, an Associate degree (foreign equivalent or higher) and five years of full-time administrative experience in an office setting may be considered.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Excellent organizational, analytical, customer service, written, and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail, sound judgment, and ability to work independently.

Nice To Haves

• Bachelor's degree (foreign equivalent or higher) in Human Resources, Business Administration, Higher Education Administration, or a related field.
• Experience working in a medical school, academic health center, or hospital environment.
• Experience supporting faculty affairs, academic personnel, and/or physician appointments.
• Experience working with faculty management and HR systems.
• Knowledge of SUNY policies, procedures, and faculty appointment processes.

Responsibilities

• Review and process faculty appointment, reappointment, change, and separation transactions.
• Review faculty appointment packages for completeness, accuracy, and compliance with School, University, and SUNY requirements.
• Prepare faculty-related correspondence, appointment letters, and other personnel documents for review and signature.
• Coordinate with Human Resources, Payroll, Academic Affairs, school and department administrators, and other stakeholders to ensure timely processing of faculty transactions.
• Audit personnel transactions and supporting documentation for compliance with applicable policies and procedures.
• Maintain faculty personnel files and related records in accordance with institutional requirements, ensuring documents are properly filed and maintained.
• Coordinate preparation of files and supporting documentation for audits, reviews, and accreditation activities.
• Assist with document scanning, electronic file management, and records retention processes.
• Maintain faculty databases and tracking systems; generate reports related to appointments, reappointments, recruitment activity, and personnel actions.
• Audit faculty data regularly for accuracy and consistency across systems and assist with reports for leadership and administrative offices.
• Support employee lifecycle activities, including formatting offer letters, tracking contract reappointments, and compiling pre-hire documentation.
• Manage, monitor, and organize faculty personnel shared email inboxes to ensure timely responses.
• Route formal agreements, contracts, and Memorandums of Agreements (MOAs) for signatures and track execution status.
• Complete employment and faculty appointment verifications and respond to requests from credentialing bodies, hospitals, financial institutions, and other external organizations.
• Maintain records of verification requests and responses.
• Schedule meetings and coordinate administrative logistics as needed.
• Assist with special projects and process improvement initiatives.
• Perform other duties as assigned that are appropriate to the rank and departmental mission.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree