Assistant to Executive Director

Required Qualifications (as evidenced by an attached resume): 
Bachelor's Degree (foreign equivalent or higher). Two years of full-time professional experience providing administrative support. Proficiency with technology, office software and communication systems. 
Preferred Qualifications:
Administrative experience in a Higher Education setting. Experience providing administrative support to an executive level position. Experience in coordinating meetings and calendars. Experience working with diverse populations. Experience and knowledge with higher education technology platforms, i.e., SLATE. Experience with planning, implementation of programs and/or events. Experience tracking expenses, budgets and/or purchasing orders.
Brief Description of Duties:
The Assistant to the Director will demonstrate excellent communication, interpersonal, and organization skills in providing administrative support to the Executive Director of Admissions. In addition to providing support to the Executive Director the incumbent will be responsible for the day-to-day operations of the admissions office and the Seawolf Welcome Center and will be asked to support the campus engagement and visit experience. Important to this position will be experience with conflict resolution, collaboration and relationship building.   
Duties:

• Provide direct administrative support to the Executive Director of Admissions. This includes, but is not limited to monitoring phones, scheduling meetings, maintaining calendars, preparing correspondence, and meeting materials, and managing daily office operations. Attends and participates in meetings as needed with Executive Director, takes notes, creates action items, plans and ensures follow up on high priority items.
• Coordinate travel arrangements and reimbursements in alignment with university and state policy for Executive Director. Prepare travel requisitions and travel expense reports. Works with appropriate offices to understand, interpret, and facilitate travel policies for office.
• Coordinate, facilities and requests to maintain appropriate office needs, i.e. technology and AV equipment, furniture, lighting, keys and ensures office spaces are well kept and organized; serves as primary point of contact for Seawolf Welcome Center needs, events, and requests and ensures organization of spaces that support office needs.
• Assists with office, department, and student budget tracking and budget planning process. Prepare purchase orders and requisitions in university systems and manage credit card purchases for the department and Executive Director. Order office and general supplies and coordinates inventory. Track payment invoices and ensure payment. Reconcile monthly statements.
• Develop regular office reports and assessments, cycle reports, special program reports, marketing inventories, and provides updates to external offices regarding the work of admissions and events.
• Manage calendar of conference rooms and student recruitment events, in person and virtual as well as office sick, vacation, and work from home calendars. Provide support to office operations including answering phones and corresponding with students, families, and school counselors during high volume seasons.
• Engage in holistic evaluation of admissions applications to the university and make recommendations on applicants; populations may include domestic, transfer, international, honors and other special populations.
• Assist with office employment searches (professional and student), including postings to external websites as needed and scheduling and facilitating interviews. Assist with onboarding of new staff including requesting technology, i.e. computers, laptops, phones, branded clothing, nametags, and manages these same areas for existing staff. Update and maintain office and program documents, policies, and procedures; Complete special assignments or duties as assigned and engage in office and unit committees.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.
In addition to the employee's base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.
For this position, we are unable to sponsor candidates for work visas.
Evening and weekend work may be required at times.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.
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