Staff Assistant

Stony Brook, NY
Apr 20, 2017
Institution Type
Four-Year Institution
Job Description

Staff Assistant-1700868

Required Qualifications (as evidenced by attached resume): Bachelor’s Degree. Two years of full-time administrative experience. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...). Must have, keep and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes."). Preferred Qualifications: Bachelor’s Degree or higher in Business or related field. Additional years (3+) of administrative experience. Experience working with one or more, of the following computer systems: GoogleApps for Education, Taleo, COEUS, AES account reports, MPS/MAS account reports, Wolfmart, SMRT, SBU Reporting, RF Report Center, SOLAR, and/or Website Content Manager. Website and/or social media management experience. Budget experience. Experience liaising with Human Resources. Brief Description of Duties: The Staff Assistant provides a broad range of administrative support to the Small Business Development Center [SBDC]. The selected candidate will have outstanding written, verbal, and interpersonal communication skills and experience successfully working independently as well as part of a team with a collaborative approach to problem solving. The individual will also have strong organizational and time management skills with exceptional attention to detail. Maintain the office budget, including all SBDC financial accounts with RF, NYS and FSA and all special project budgets for the SBDC, which includes cost projections, expenditure processing and monthly reconciliation. Assist with allocation of these costs for the three main funding sources, SBDC Central, SBU and SBA, in addition to expenditure analysis for the yearly rollover from the previous year's expenditures. Assist with creating all quarterly cost-share reports for matching grant funds. Process all invoices, PO's, requisitions and travel/reimbursement vouches, registration fees, deposits or refunds as well as reviews/reconciles all monthly expenditures and ensures expenses stay within budget targets.

Submit and monitor all SBDC personnel requisitions in the Talent Management System. Complete all hiring packets for new staff and assist new staff with getting log-ins, email, ID cards, etc. Oversee appointment paperwork for student positions for SOLAR and RF. Under the supervision of the Director, assist in preparation of Performance Programs and Evaluations for NYS Staff and preparation of annual evaluations for RF staff. Assists with completion of change forms for RF payroll extensions and labor distribution.

Manage the marketing of SBDC workshops including flyer and information distribution to affiliated organizations' calendars/websites and other specialized industry organizations when appropriate, updating the SBDC public google calendar and links on the SBDC website to workshop registration, marketing emails to the SBDC's email database of 7,500+ SBDC clients in Constant Contact, creation of additional flyers or brochures, as well as adding events to the Stony Brook University Campus Announcements. Manage the Department’s Constant Contact account including running reports for new clients, adding new clients to sub-lists specialized by industry, following branding guidelines for all emails and linking to social media accounts. Coordinate the use and updates for social media marketing with SBDC Business Advisors and student interns. Provide administrative support for marketing outreach and networking as appropriate to Chambers of Commerce and Long Island business organizations as well as participating in and attending outside business functions.

Oversees the scheduling for the SBDC Director for high profile individuals such as politicians, county legislature, university leaders and SBDC central staff. Department liaison for Stony Brook University Departments. Booking and organizing travel arrangements for the Director and Business Advisors. Correspondence for the SBDC Director includes drafting, proofing, and/or sending requests for letters of recommendation, email inquiries, official reports such as the semi-annual status report, department wide emails, permanent appointment letters as well as manuals and instructive documents for the department. Records retention for the SBDC Director includes all financial and HR files as well as any other initiative/grant paperwork, business advisor client surveys, inventory and property control, programmatic work and publications.

Maintain the SBDC website content and organization including updating upcoming workshop information, uploading and linking speaker presentations from workshops that have taken place, sending video footage to the DoIT Department for uploading into YouTube and RSS feeds and creating direct links on the webpage, posting information to the events and news side bar, updating staff profiles, updating contact information and directions to various satellite offices, requesting additional navigation bar planes, storage space or links being embedded from the DoIT Department when needed, ensuring that the website and all links within are functioning, and managing the "shared resources and links" requests from outside contacts and vendors. Ensure that the branding on the website follows both Stony Brook University, US Small Business Administration and SBDC guidelines.

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

Special Notes:

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

Stony Brook University will be 100% tobacco-free starting 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

***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of acceptance of offer.

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 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 online 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: Economic Development-Stony Brook University
Schedule: Full-time Day Shift 8:30 a.m. - 5:00 p.m.Economic Development-Stony Brook University
Posting Start Date: Apr 19, 2017
Posting End Date: May 19, 2017, 10:59:00 PM
Salary: Commensurate with experience within range of $48,000-$57,500
Salary Grade: SL2


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