Workshop Coordinator (Part time), Alan Alda Center for Communicating Science

Stony Brook, NY
May 11, 2017
Institution Type
Four-Year Institution
Job Description

Workshop Coordinator (Part time), Alan Alda Center for Communicating Science-1701258

Required Qualifications: (Evidenced by an attached resume)

Bachelor's Degree in hand by June 30, 2017. Two [2] years of full-time professional, administrative experience. Demonstrated record of outstanding customer service. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...).

Preferred Qualifications:

Master's degree. Experience in meeting and event planning. Experience effectively multi-tasking in a fast-paced, deadline driven environment with a high degree of accuracy and organization.

Experience writing proposals. Experience managing multiple projects, conferences, or events simultaneously. Experience conducting or developing content for workshops, conferences or other educational events. Experience in CRM database entry or management (ie. Salesforce, Razors Edge, DonorPerfect, Blackbaud, etc.). Experience participating in Alda Center courses or workshops. Experience planning or conducting science outreach or science education activities. Experience working in a Higher Education/Academic environment.

Brief Description of Duties: The incumbent will have responsibility for coordinating and organizing the Alda Center’s Communicating Science workshops and presentations held for anywhere from ten to several hundred participants at universities, labs and other institutions around the country. These activities have played a major role in establishing Stony Brook University as a national leader in the field of science communication. They also are an important source of revenue supporting the work of the Alda Center. The incumbent must possess 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.

The selected candidate will be responsible for the following:

Programs and Workshops:

  • Liaise with prominent scientists and high-level administrators at other institutions (universities, National labs, government agencies) in order to organize and coordinate conferences, workshops, presentations and speeches of varying lengths at these institutions. Assist the Workshop Supervisor in preparing proposals for these institutions, as well as marketing materials, and event details. Coordinate Alda Center instructor travel and accommodations and work with the workshop host to ensure the necessary facilities are reserved for each workshop.
  • Manage a high volume of workshop and conference related inquiries, prioritizing and responding to these requests. Communicate and explain our programs effectively and assess the needs of each institution. Prepare written workshop proposals based on each host institutions’ needs and budget and assist the Workshop Supervisor in the negotiation of these proposals until an agreement is in place.
  • Coordinate materials for each event as needed; select and assign the appropriate instructors; liaise with the host institution on logistics; communicate all logistics, including travel, to Alda Center instructors so they are able to prepare for each workshop.
  • Gather and report on post-workshop evaluation surveys or feedback from participants, hosts and instructors; arranging follow-up activities.


  • Coordinate special events such as the Alda Center Bootcamp and Summer Institute conferences held on campus. Assist Alda Center faculty and staff with the preparation of the agenda and coordinate logistics such as participant travel, facilities and catering reservations.

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

Special Notes: This is a part time appointment, 30 hours/week. Days and hours are flexible, to be determined. 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. 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 Pollock-Krasner House in East Hampton, New York, 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: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Alan Alda Center for Communicating Science-Stony Brook University
Schedule: Part-time Day Shift FlexibleAlan Alda Center for Communicating Science-Stony Brook University
Posting Start Date: May 10, 2017
Posting End Date: May 24, 2017, 10:59:00 PM
Salary: $40,000-$43,200 @ .80 FTE
Salary Grade: SL2


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