Program and Workshop Coordinator

Stony Brook, NY
Mar 29, 2017
Institution Type
Four-Year Institution
Job Description

Program and Workshop Coordinator-1700872

Required Qualifications: (Evidenced by an attached resume)

Bachelor's Degree. Two years of full-time administrative experience. Highly proficient, professional experience in word processing, spreadsheet and database management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc.). Experience in meeting and event planning

Demonstrated record of outstanding customer service. Experience interacting with individuals at various levels within an institution as well as the general public whenever necessary. Experience effectively multi-tasking with a high degree of accuracy and organization.

Preferred Qualifications:

Master's Degree. Additional years of progressively responsible full-time administrative experience. Experience with research foundation and/or State University of New York policies and procedures. Experience providing administrative support in an academic setting. Experience working with faculty and/or international populations in a higher education academic setting. Website maintenance experience and use of website content management systems. Experience working with one, preferably more than one, of the following computer systems: PeopleSoft, Nolijweb, Oracle, Wolfmart, SMRT, SBU Reporting., SOLAR, 25Live etc.

Brief Description of Duties: Responsible for overseeing all CS Programs/Workshops, while providing quality customer service and administrative support to the faculty, staff and students of the Department of Computer Science. The incumbent is expected to demonstrate a high level of professionalism, initiative, and diplomacy in support of the department. Incumbent must have outstanding written, verbal, and interpersonal communication skills. Experience successfully working independently as well as part of a team with a collaborative approach to problem solving. Strong organizational and time management skills with exceptional attention to detail.

Manage all aspects of the outreach and recruitment of prominent computer scientists to visit Stony Brook, collaborate on research and present seminars as part of the Computer Science Distinguished Lecture Series.

  • Organize conferences/workshops of varying lengths with participants varying from ten to several hundred; including working with the staff, and faculty organizers on invitations, marketing materials, and event details. Coordinate participants travel, accommodations and reimbursements with the staff and work with the Facilities Coordinator to ensure speakers have needed a/v equipment and participants have needed materials for all events. Coordinate with event speakers their titles, abstracts and time constraints.
  • Manage all visitor programs and workshops. Works closely with program organizers to direct financial budget. Inform organizers on a daily basis of where each program budget stands; issue visitor invitations based on financial and spacial availability. Track multiple program and workshop budgets. Maintain all information in the database to track program and workshop budgets, visitor arrivals, spacial availability for maximum registrations.
  • Post content on the website and calendar; write weekly lecture mass email communications and announcements of upcoming events. Update the various visitor program web sites.
Provide administrative support to the faculty, staff and students of the Department of Computer Science to include ensuring room availability and equipment needs are met for all meetings. Responsible for completing faculty reimbursements, student appointments, travel, purchasing, visas, and daily operational and specialized requests. Prepare and submit requisitions for event purchase orders and payments, and visitor travel reimbursements. Manage and allocate P-Card funds, place orders for faculty and staff, and reconcile the account. Responsible for ensuring that weekly payroll is received and distributed to faculty, staff and students, and that monthly Payroll Rosters are complete and submitted in a timely fashion. Coordinate Google calendar room reservations for all Computer Science facilities. On behalf of the Computer Science Department, provide accurate, detailed and timely responses via phone, in-person or email to general and industry inquiries, or inquiries involving educational programs and admissions requirements. Provide substantial customer service for international and domestic prospective and current students at both the undergraduate and graduate level.

Serve as coordinator for ABET Self-Study Report for Computer Science program accreditation, as well as preparation of reports and organizing the ABET accreditation site visit. Independently compose, summarize, and report ABET data to faculty committee and chair. Liaise with other departments, faculty, staff, and students related to the special events and activities. Lead the departments K-12 activities and events and follow-up by interacting with parents, school districts and educational groups to promote recruitment of high quality students. As Computer Science Advisory Board liaison, maintain contact with Computer Science Advisory Board members, answering their inquiries throughout the year and organizing annual meeting, which entails securing presenters, creating presentations, and confirming a meeting location.

Other duties or projects as assigned as appropriate to rank and department mission. These duties may include filing, copying, and updating databases.

Special Notes: This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff, including those employed at Stony Brook Medicine, Suffolk County's only academic medical center and tertiary care provider. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory (BNL), a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities such as the Relativistic Heavy Ion Collider, the National Synchrotron Light Source, and the Center for Functional Nanomaterials, and the New York Blue IBM BG/L+P supercomputer, owned by Stony Brook and managed by BNL. Stony Brook is a partner in managing the Laboratory for the Department of Energy, and is the largest institutional scientific user of BNL facilities. As such, many opportunities exist for collaborative research, and in some cases, joint appointments can be arranged.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Computer Science-Stony Brook University
Schedule: Full-time Day Shift 9am - 5pmComputer Science-Stony Brook University
Posting Start Date: Mar 28, 2017
Posting End Date: Apr 27, 2017, 10:59:00 PM
Salary: $46,000-$54,000
Salary Grade: SL2


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