Senior Administrative Assistant

Stony Brook University • Stony Brook, NY • 14h ago

Required Qualifications (as evidenced by an attached resume):

Associate's degree (foreign equivalent or higher). In lieu of degree, a High School Diploma/GED with at least two (2) years of full-time office administrative experience may be considered. Four (4) years of full-time office Administrative Assistant experience. Experience with managing multiple calendars, comprehensive meeting management (including scheduling, participating and follow-ups). Experience with Accounts payable and/or procurement transactions. Experience with Microsoft Office applications in an administrative role, including Word, Excel & Outlook and/or experience with Google Docs Office applications.

Preferred Qualifications:

Administrative assistant experience in a University/College academic or research environment. Experience with webpage design and updates. Experience using Drupal. Database management experience which may include Wolfmart, Concur, Certify, Avid Exchange, etc. Faculty support experience.

Brief Description of Duties:

The Staff Assistant for Cancer Center Administration will provide a wide range of administrative functions. The incumbent must be detail oriented, possess excellent organizational skills and be able to multitask. The incumbent presents a professional appearance and exercises sound judgment and communication skills when working with staff, faculty, physicians, senior leadership and outside vendors and guests.

? Independently provide a full range of administrative assistance to the members of the Cancer Center Administrative Offices and/or Shared Faculty including but not limited to, answering telephones, taking and recording meeting minutes, preparation of documents using MS Office Suite and Google programs, calendar management, travel arrangements, reimbursements, procurement ordering and processing requisitions.

? Meeting Management at the request of the Administration Staff and/or shared Faculty. This includes obtaining participant availability, find the appropriate setting, schedule, Zoom set up, room assignments, invitations, ordering meals, preparing agendas, making copies for distribution, preparing attendance sign-in sheets, taking meeting minutes, preparing post meeting reports/results, etc.

? Using Wolfmart, Avid Exchange, Concur and/or Certify, complete requests from CC Administration staff and shared faculty for procurement and accounts payable items, including requisition preparation and tracking, submissions for vendor payments, guest/staff reimbursements and travel vouchers. Keep, update and maintain records and spreadsheets related to requisition and AP items.

? Prepare and post updates to Cancer Center website using Drupal and other tools.

? Participate by providing administrative assistance in any and all preparations for Symposiums and Retreats, including but not limited to, on site event registrations, set ups and take downs of Poster Presentations, Vendor Areas, etc.

? Assist in HR related functions including recruitment related duties including scheduling interviews, preparing documents, preparing spreadsheets. etc.

? Other duties as assigned.

? Cross training with all Administrative Staff within the CC Directors Office to provide backup as needed.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research 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 travelling (walking) within the campus environment including MART, Hospital, HSC and East Campus; required offsite attendance for Symposiums and Retreats, and ability to lift/carry up to 25lbs.

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 (https://www.stonybrook.edu/commcms/oea/) .

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .

Visit ourWHY WORK HERE page to learn about the total rewards we offer.

SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf)

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.

LI-JP1

Job Number: 2502639

Official Job Title: : Senior Administrative Assistant

Job Field : Administrative & Professional (non-Clinical)

Primary Location : US-NY-Stony Brook

Department/Hiring Area: : Cancer Center

Schedule : Full-time

Shift : Day Shift Shift Hours: : 9 to 5 :

Posting Start Date : Aug 1, 2025

Posting End Date : Aug 15, 2025, 10:59:00 PM

Salary: : $55,000-$71,000

Appointment Type: : Regular

Salary Grade: : N8

SBU Area: : The Research Foundation for The State University of New York at Stony Brook

Req ID: 2502639

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