Dean's Office Staff Assistant

Stony Brook University•Stony Brook, NY

1d•Onsite

About The Position

The Dean's Office Staff Assistant provides essential front office and administrative support to the Dean’s Office. This role ensures smooth daily operations by serving as the first point of contact for faculty, staff, students, and visitors, while also assisting with scheduling, event coordination, and providing support for office operations. The position plays a critical role in supporting the Dean, Associate Deans, Senior Staff, and CEAS Advancement team by managing calendars, coordinating meetings, and facilitating communications. A highly qualified candidate will possess excellent communication skills, both verbal and written. They should have prior experience working independently and collaboratively as part of a team. They should possess problem-solving, organizational, and time management skills, along with an exceptional eye for detail. They should also possess the ability to handle confidential, complex, and sensitive information and have the capability to exercise sound judgment. They are expected to contribute to a respectful, collaborative, and service-oriented office culture.

Requirements

Bachelor's degree (foreign equivalent or higher).
Two (2) years of progressively responsible administrative support or related experience.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Nice To Haves

Experience supporting executive leadership, senior administrators, or a Dean's Office.
Experience with calendar management, meeting coordination, and event planning.
Experience working in a higher education environment.
Experience using administrative systems and virtual meeting platforms.
Excellent communication skills, both verbal and written.
Prior experience working independently and collaboratively as part of a team.
Problem-solving, organizational, and time management skills.
Exceptional eye for detail.
Ability to handle confidential, complex, and sensitive information.
Capability to exercise sound judgment.
Contribute to a respectful, collaborative, and service-oriented office culture.

Responsibilities

Greet and assist faculty, staff, students, and visitors in a professional and courteous manner.
Serve as a triage desk, fielding or forwarding questions and inquiries to the appropriate offices or departments. Answer and manage the main phone line, directing inquiries appropriately.
Monitor and maintain the reception area to ensure it remains well‑maintained, welcoming, and professional.
Monitor and assist with the maintenance of inventory for office and kitchen supplies, ensuring adequate stock and coordinating replenishment when needed.
Coordinate scheduling and reservations for conference rooms and meeting spaces.
Prepare meeting spaces, including Zoom logins, technology setup, and post‑meeting clean‑up.
Maintain accurate records of meetings, schedules, and office activities.
Arrange catering orders for meetings and events, ensuring timely delivery and appropriate setup and teardown.
Assist with drafting, proofreading, and distributing routine correspondence, announcements, and meeting notes.
Assist in the management of incoming and outgoing mail, including receipt and distribution of packages (UPS, FedEx, etc.).
Support filing, scanning, and organizing digital and physical documents.
Provide backup administrative support
Maintain and update the Dean’s calendar in consultation with the Executive Assistant to the Dean, ensuring accurate scheduling of meetings, appointments, and events.
Support calendar management for the Associate Deans coordinating logistics and availability.
Coordinate Dean’s office meeting logistics, including room reservations, technology setup, and distribution of agendas or materials.
Serve as a liaison between the Dean’s Office and faculty, staff, and external stakeholders to confirm availability and manage scheduling conflicts.
Assist with interview candidate(s) and visitor (e.g. Dean’s Council, Executive Advisory Board, Student Council, etc.) scheduling and coordination. This may entail setting up travel, lodging accommodations, itineraries, reservations, parking coordination, etc.
Assist with planning and execution of College events (lectures, workshops, receptions).
Track RSVPs, manage guest lists, and coordinate logistics with facilities and IT.
Ensure a smooth day‑of‑event operations, including signage, materials, and hospitality.
Communicate and liaison with other University offices as appropriate and necessary (Campus Catering, Conferences & Special Events, etc.).
Other duties and projects as assigned, appropriate to rank and mission.