Senior Administrative Assistant to the Vice Dean of Academic and Faculty Affairs

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

Senior Administrative Assistant to the Vice Dean of Academic and Faculty Affairs-1701126

Required Qualifications: (As Evidenced by an Attached Resume)

Associate’s Degree. Five (5) years of progressively responsible, full-time, administrative experience working as an administrative assistant.

Preferred Qualifications:

Experience working as an administrative assistant to senior management in a medical school/ academic environment preferred. Three (3) to five (5) years of senior administrative support experience; personnel management skills a plus. Exceptional organizational skills and attention to details. Must be proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook). Excellent interpersonal and communication skills. Ability to work in a fast-paced environment with diverse teams, be able to manage numerous projects simultaneously, and learn new tasks quickly. Must have ability to work independently and efficiently in senior level support functions.

Brief Description of Duties:

The Senior Administrative Assistant will provide senior level administrative support, often of a complex and confidential nature, to the Vice Dean for Academic and Faculty Affairs in all activities and works closely with the Associate and Assistant Deans, as well as with all members of the Undergraduate Medical Education and Faculty Development Office Staff.


  • Serve as the primary administrative support to the Vice Dean for Academic and Faculty Affairs with functions including supervising clerical positions, assisting with the recruitment and training of staff, coordinating equipment, space and other resources.
  • Administrative support for the periodic LCME accreditation site visits, coordinating complex meetings and calendar scheduling, travel arrangements, mail, composing routine correspondence, compiling reports as required, as well as routine office duties.
  • Establish new and improved office procedures in consultation with the UGME Administrator and/or Vice Dean.
  • Manage office functions related to the Academic Affairs Office.
  • Interact with other UME Deans and their support staff.
  • Work with administrative assistants in providing student and curricular scheduling of activities.
  • Coordinate Faculty Affairs/Faculty Development website edits/content with UGME website coordinator and /or SBM-IT.
  • Interact with university personnel and outside agencies as needed in order to provide administrative support to the Vice Dean, as well as prepare internal / external written communications, oftentimes complex and confidential in nature.
  • Work with administrative assistants to provide support for LCME related tasks, Faculty Development and Faculty Affairs efforts;
  • Maintain database related to faculty development and faculty affairs.
  • Serve as back up to existing administrative support staff and participate in special projects as needed.
  • Other duties as required by the Vice Dean.

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

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

About Stony Brook:

Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all of Stony Brook’s health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the five Health Sciences schools — Dental Medicine, Health Technology and Management, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County’s only tertiary care center and Regional Trauma Center. Stony Brook Children’s, with more than 160 pediatric specialists, offers the most advanced pediatric specialty care in the region.

Equal Opportunity Employer, females, minorities, disabled, veterans

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: Senior Administrative Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: SOM Dean's Office-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Day Shift 8:30 - 5:00SOM Dean's Office-The Research Foundation for The State University of New York at Stony Brook
Posting Start Date: May 8, 2017
Posting End Date: May 22, 2017, 10:59:00 PM
Salary: $47,000-$52,000 / Annual @ 1.0 FTE CWE
Salary Grade: N8


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