Staff Assistant

Required Qualification (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years full-time administrative experience. Professional experience in word processing, spreadsheet management, electronic messaging and/or internet applications (Microsoft Word, Excel, PowerPoint, OneDrive, google Forms, Google Mail, Google Apps, Google Docs, Social Media Platforms, etc.)

Preferred Qualifications:
Master's degree (foreign equivalent or higher). Three (3) or more years of full-time administrative experience. Experience in a higher education setting.

Description of Duties:
The Staff Assistant primarily supports the Chair of the Respiratory Care Department and supports the Respiratory Care Department along with other responsibilities to the School of Health Professions. This position will, for the Respiratory Care Department, coordinate all personnel related transactions/paperwork, procurement, expense reconciliation, manage program facilities, and assist with administrative day-to-day operations. The responsibilities of this position also include assistance and management with student recruitment, orientation, admissions, supporting the clinical education program, scheduling, student records including graduation and professional licensure clearances, and student inquiries. The incumbent needs a high level of energy and flexibility to deal with shifting priorities and ability to work collaboratively as part of a team or independently. The Staff Assistant will work with the Program/Department Directors/Chairs, the Office of the Dean, faculty, and students. They will preserve confidentiality of student information and have excellent interpersonal, organizational, and communication skills. They will plan, schedule and assign work to student workers in the department as needed.

Duties:

• General Administrative:
  
  
  
  • Act as initial and primary contact for the department.
  • Receive and respond to all incoming departmental calls and emails.
  • Assist with managing the program directors/chairs' calendars.
  • Respond to and manage facility queries.
  • Manage and order office supplies for the department.
  • Attend, record, and distribute meeting minutes and maintain an up-to-date record of meeting minutes for the department.
  • Facilitate personnel related transactions/paperwork for the department.
  • Coordinate processing of procurement and other expenditures including reconciliation for the department.
  • Develop, maintain, update, and summarize databases for external program accreditation, university, and other needed reports for the programs including annual reports.
  • Assist the department directors/chairs and faculty with planning and implementing alternate sources of funding (grants, workshops, seminars).
  • Update and manage the department website and social media assets as well as assist with department newsletter and creation/updating of departmental marketing materials.
  • Represent the department at school wide and university wide events as appropriate.
  
  
  
  
• Academic Administration:
  
  
  
  • Coordinate the orientation process for new students in the department
  • Maintain all records including admissions, registration, clinical and graduation clearances.
  • Provide administrative support for the clinical education programs including assisting with correspondence, documentation and assuring student compliance.
  • Assist potential students with administrative aspects needed to ensure timely successful completion of applications to the department.
  • Review transcripts of applicants to determine if prerequisites are met for the department.
  • Learn and utilize admission software systems to review applicants, schedule interviews and prepare data for acceptance of students into the department.
  • Works with administration to complete master schedule, class scheduling and room requests for the department.
  • Assist with the student advisement in the department.
  • Assist the department directors/chairs with review and updating of the bulletin and student handbooks.
  
  
  
  
• Other related duties as assigned as appropriate to rank and programmatic 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 $3,400 UUP annual location pay, paid biweekly.

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.