Administrative Coordinator

Stony Brook University • Southampton, NY • 2d ago

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Two (2) years of full time administrative or office support experience. Experience with Microsoft Office or Google Workspace. Customer service experience.

Preferred Qualifications:

Experience in higher education, event planning, and/or nonprofit administration. Experience with budget or financial tracking. Experience with graphic design or marketing (may include Canva, Photoshop, or similar tools). Experience with scheduling or reservation software, ticketing systems, and/or box office administration. Experience with email and digital marketing systems (i.e., Mailchimp, Constant Contact, etc.). Experience with social media.

Brief Description of Duties:

The Administrative Coordinator will play an important role in supporting the campus's operations and programs, with a special focus on community-facing events and programming. These include lectures, performances, screenings, workshops, and cultural events that bring together students, faculty, and the public.

The Administrative Coordinator reports directly to the Associate Director but also supports the Conferences & Events Coordinator, ensuring the smooth coordination of campus operations and community-facing events. In this role, they will provide essential support through office administration, event coordination, budget and contract tracking, box office operations, and promotional outreach. This position is based at the Stony Brook Southampton campus and is not eligible for telecommuting. This is a part time position, with approximately 20 hours of on-site work, some of which will require nights & weekends depending on event schedules. Incumbent must have excellent organizational, communication, and writing skills, the ability to work independently and collaboratively in a fast-paced environment, and the ability to manage multiple tasks, prioritize, and meet deadlines.

Administrative & Office Support:

Provide administrative support and general office duties for the Associate Director and Conferences & Events Coordinator. Provide support with administrative tasks such as processing revocable permits and assisting with Memorandums of Understanding (MOUs), catering and other contracts, and vendor agreements related to events and campus activities.

Support budget tracking, procurement paperwork, invoices, deposits, and account reconciliation.

Maintain organized program calendars, files, databases, and mailing lists.

Prepare correspondence, event documents, reports, and promotional materials under the direction of the Associate Director.

Event & Program Coordination:

Assist with planning, scheduling, and coordinating programs for The Avram, Duke Lecture Hall, and other campus venues.

Assist with event coordination and logistics, including space reservations, catering, and vendor arrangements.

Assist in scheduling event staff and student workers.

Participate in program design and collaborate with artists to gather bios, promotional materials, and sponsorship information for event advertisements.

Communications & Outreach:

Prepare correspondence, event documents, and promotional materials.

Draft and distribute email announcements, flyers, and social media content.

Update event listings on university websites and campus communication platforms.

Box Office & Customer Service:

Provide box office support, including ticket sales, will-call, audience check-in, and day-of-show guest hospitality and customer service.

Track attendance and gather post-event feedback.

Maintain positive relationships with students, faculty, staff, and community partners through excellent customer service.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a part-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

Evening and weekend work will be required at times.

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 (https://www.stonybrook.edu/police/) .

Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the total rewards we offer.

LI-ES1

Job Number: 2503784

Official Job Title: : Staff Assistant

Job Field : Administrative & Professional (non-Clinical)

Primary Location : US-NY-Southampton

Department/Hiring Area: : Strategic Initiatives

Schedule : Part-time

Shift : Variable Shift Hours: : Variable :

Posting Start Date : Oct 23, 2025

Posting End Date : Nov 6, 2025, 10:59:00 PM

Salary: : $25,650-$30,000 @ .5 FTE

Appointment Type: : Regular

Salary Grade: : SL2

SBU Area: : Stony Brook University

Req ID: 2503784

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