Senior Administrative Assistant for Community Outreach and Engagement Office

Required Qualifications (as evidenced by an attached resume):
Associate's degree (foreign equivalent or higher) and four (4) years of full-time office administrative experience. In lieu of an Associate's degree (foreign equivalent or higher), a High School Diploma/GED (foreign equivalent or higher) with at least six (6) years of full-time office administrative experience. Four (4) years of full-time office administrative experience. Proficiency with Microsoft Office and/or Google applications. Must have, keep and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes").

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher). Previous work experience in community outreach in a healthcare setting. Bilingual English/Spanish. Experience with or proficiency in digital platforms (e.g. Canva or Adobe)

Brief Description of Duties:
The Stony Brook Cancer Center Community Outreach and Engagement Office is looking for a Senior Administrative Assistant. The Senior Administrative Assistant will support projects and perform administrative/clerical tasks for the Community Outreach and Engagement team. The ideal applicant will have strong organizational and communication skills and possess the ability to work well in a team environment.

Duties:

• Assist with the Community Outreach and Engagement (COE) team by independently providing a fully range of administrative and clerical support to the members of the COE including but not limited to, office organization, document preparation, manage the COE email account and outgoing/incoming mail distribution, support COE communications including the newsletter, e-blasts and implementing updates to the COE website and triage the COE phone calls.
• Using Stony Brook systems like Wolfmart, Avid Exchange, etc. to complete requests from the COE staff for procurement and accounts payable items.
• Keep, update and maintain records and spreadsheets related to procurement and account payable items.
• Track and manage supply inventory.
• Track and manage all supply orders and deliveries.
• Provide administrative assistance for COE Events, including, but not limited to, preparation of materials, ordering items, receiving and storing items delivered, transporting items and materials and onsite event set up & break down. If applicable provide Spanish translation as needed. (Note: Occasional evening and weekends hours may be required).
• Assist in COE related functions including metric and data tracking for the COE initiatives, track and maintain the community partner contract database, draft CME applications, IRB submissions and grant proposals with guidance from the Administrative Director and other COE Staff Members.
• Meeting management for the COE includes, but not limited to, obtaining participation availability, finding the appropriate setting, scheduling Zoom, preparing invitations and agendas, attend and preparing meeting minutes.
• Assist with the coordination of Making Sense of Science, Bench to Community and CancerWise Smart Talks video series and other existing and to-be-developed virtual and in-person COE programs and initiatives.
• Other duties as assigned.

Special notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

In this position there is some offsite attendance required including traveling to community locations within Suffolk County.

Occasional evening and weekend hours may be required to attend events.

Ability to occasionally move/transport/setup supplies and materials up to 25 pounds for events.

***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date.

For this position, we are unable to sponsor candidates for work visas.

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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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.