Administrative Assistant to the Director of OIDE

Stony Brook, NY
Apr 13, 2017
Institution Type
Four-Year Institution
Job Description

Administrative Assistant to the Director of OIDE-1701068

Required Qualifications: (As Evidenced by an Attached Resume)

Bachelor's degree. Two (2) years of full-time directly related senior/executive assistant experience. Demonstrated experience managing multiple priorities and tasks, coordinating complex schedules, calendars, and travel arrangements, and working in a fast paced environment. Detailed orientated with good telephone and customer service skills.

Preferred Qualifications:

Experience working in an academic and/or non-profit setting. Experience managing budgets. Experience working with and/or creating databases. Experience working with Nolij, document imagining.


Perform administrative and secretarial duties for the Director of OIDE, the Director, and staff with priority given to the Directors' work. This will include but not be limited to: managing the Directors' calendars, recordkeeping, entering cases into database, scheduling meetings, typing, filing, preparing reports, coordinating the distribution of reports and announcements, arranging and confirming travel, editing and approving for signature any correspondence. Prioritize and ensure that all incoming correspondence and mail for the Direct for Title IX and Risk Management and the Direct and staff requiring attention a reacted upon. Initiate necessary follow-up on action items and ensure follow-up meetings and activities are scheduled and executed. Prepare and assist in the preparation of reports and presentations for the Director for Title IX and Risk Management and the Director and the professional staff, and ensure dissemination of applicable information to necessary parties.

Communication and Service:

Provide courteous and professional customer service to internal and external clients of the Office of Institutional Diversity and Equity, including all levels of students, faculty, staff, administration and executive management, including Department heads, Chairs, Deans, Administrators, and Managers. Provide a consistent high level of visible service at the reception desk, managing visitors, answering telephones in a prompt and courteous manner, directing calls to the appropriate staff and ensuring accurate and timely recording of messages when staff are not available. Receive inquiries from partner offices such as Labor Relations, Counsel’s Office, Human Resources, EAP, Ombuds office, University Community Standards, Dean of Students, Disability Support Services, Vice Presidents' and President's office,etc. Interact with all campus faculty, staff and students to explain, inform and/or resolve routine problems related to the office function and to address office inquires. Work with professional staff as requested. Under the director of the Director, ensure appropriate referrals to professional staff.

General Office management:

Maintaining filing system, record keeping, general office appearance, security, property control, maintenance and inventory of office supplies and equipment. Keeps track of multiple projects to report on their status and ensure completion. Manages all department databases and ensures database entry and timely responses to requests for data which involves interpreting policies and procedures. Maintain highly confidential office files in both paper and electronic format. Resolve day to-day operational problems. Supervise office research needs and work with all professional staff to conduct appropriate gathering of information for use in various office capacities.

Training, Education and Outreach Support:

Provide Support to office programs, activities, training, orientation and outreach efforts including making all logistical arrangements, ensure appropriate setup, track registration and coordinate with Human Resources where appropriate. Compile information and provide reports of training activity and outreach efforts. Coordinate and manage printing and duplication of compliance related materials including but not limited to annual policies and procedures dissemination. Coordinate and schedule office training calendars and requests for internal and/external presentations

Budget Support:

Support and coordinate departmental budgetary functions for state, research foundation and stony brook foundation accounts. Keep and maintain records of requisitions, purchase orders, material/service requisitions and recharges, utilize automated purchasing processes. Monitor and document transactions for all office accounts, including petty cash. Prepare expense reports/reimbursements; reconcile monthly expenditure invoices; prepare cash payment vouchers for vendor payments and monthly AMEX statements. Provides appropriate budgetary documentation and coordinates with other departments regarding journal transfers and co-sponsorship of departmental programs

Recruitment, Personnel and compliance support:

Provide Support to office staff in tracking recruitment, hiring, an exception to search documents as well as other personnel transactions that are reviewed by the office. Provide and compile information and reports and that are relevant to completing the University's annual affirmative action programs. Work with professional staff to ensure timely and appropriate responses to external reviews by federal, state and local agencies and during audits.
Other duties as assigned.

Special Notes: Stony Brook University is 100% tobacco-free starting January 1, 2016. See our policy and learn more at

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

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

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more 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. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Mellon Award winning Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

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: University Affirmative Action Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Office of Institutional Diversity and Equity-Stony Brook University
Schedule: Full-time Day Shift 8:30 AM - 5:00 PMOffice of Institutional Diversity and Equity-Stony Brook University
Posting Start Date: Apr 12, 2017
Posting End Date: Apr 26, 2017, 10:59:00 PM
Salary: $43,500 - $47,500 Commensurate with Experience
Salary Grade: MP5


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