Senior Staff Assistant

Stony Brook, NY
May 18, 2017
Institution Type
Four-Year Institution
Job Description

Senior Staff Assistant-1700398

Required Qualifications: (As Evidenced by an Attached Resume)
Bachelor’s Degree. Three (3) years of directly related full time experience in the areas of student services records and registration functions in higher education settings. Experience with Word and Excel.

Preferred Qualifications:
Additional years of experience in the areas of student services records and registration functions in higher education settings. Knowledge of SUNY Policies and Procedures related to university student services. Experience overseeing academic student services directly related to records and registration

Brief Description of duties:
The School of Nursing is among the largest of the five professional schools within the Stony Brook University Health Science Center. The School offers a wide range of academic programs. This position will serve as a key senior staff member of the School’s Office of Student Affairs and independently oversees and carries out major records and registration functions of the School of Nursing. Successful incumbent will have excellent organizational, verbal and written communication skills. Independently oversees and carries out the major record functions of the School of Nursing.

• Oversees Student Academic Record Management Processes and Procedures such as maintaining a close working relationship with Health Sciences Center Office of Student Services through regular communication and meetings to represent the School in areas of student records policies, processes and procedures.

• Assures that the School remains compliant with all Campus student record management policies, procedures and quality standards in its implementation of internal student record management policies, procedures and addresses any areas of concern regarding compliance to campus policy and procedures and implements an effective plan of action.

• Performs processing of student withdrawals, leaves of absence, student grade changes, academic decelerations and terminations, corrections to students records, program changes, course challenges and waivers, and posting of internal transfer credits among other functions.

• Assesses approximately 350 student graduation clearance requests per academic year.

• Provides authorization for program clearance for both undergraduate and graduate students to the Office of Student Services.

• Provide students' graduation verification to state departments of education to facilitate students' state licensure. Utilizes Class Card, Non-enrollment, Holds, Outstanding Grade Roster, Applied for Graduation reports as well as other data and reports to assure that students can enroll and progress as prescribed in their academic programs.

• Assists Program Assistants with convocation and award ceremonies. Assesses and analyzes the effectiveness of records management operational processes and procedures and makes recommendations for improvements.

• Independently oversees and carries out the major registration functions of the School of Nursing.

• Oversees Student Course Registration Processes and Procedures such as assures that all scheduled semester courses and sections are available at the opening of each enrollment period in SOLAR for students in the School's four undergraduate and eight graduate programs.

• Addresses individual and group student registration and enrollment issues due to course and section changes and student enrollment holds.

• Presents alternative options and implements effective course of actions. Communicates with faculty, staff, and student in person and via email.

• Provides direction and oversight for School staff in the implementation of the non-matriculated student enrollment process.

• Develops training curriculum and material and conducts training of students and staff in general course enrollment processes and procedures.

• Shows students how to us SOLAR during orientation.

• Oversees Classroom and Instructional Space Scheduling and Management.

• Develops and maintains a catalog of available class and instructional space within the School, Health Sciences Center and Campus including their capacities, conditions, and limitations.

• Schedules and manages classroom and instructional space for all onsite undergraduate and graduate program courses.

• Schedules space for graduate program onsite intensives, special events and meetings, faculty retreats and other school's use of the School's rooms.

• Schedules media services resources and other resources as needed.

• Negotiates and resolves conflicts with other Schools and departments regarding use of classroom and instructional space.

• Actively addresses issues and problems with assigned classroom and instructional space including presenting alternative options and implementing effective courses of action.

• Manages and maintains the School's Master Schedule: In preparation for fall, winter, spring, and summer semester course offerings, interacts with Associate Dean for Academics and Program Chairs to analyze prior and current semester course offerings.

• Based on analysis of prior and current course data, develops and maintains a Master Schedule of approximately 856 course sections per academic year.

• Communicates with Office of Student Services to request their data entry of the School's Master Schedule information into the PeopleSoft system.

• Communicates Master Schedule information with the School's Technical staff and Bookstore for their planning needs.

• Develops and distributes School Class Schedule documents for current student, faculty and staff reference.

• Communicates and interacts extensively with the School's Dean, faculty, staff, students and Office of Student Services on an ongoing basis regarding adjustments and revisions to the Master Schedule.

• Serves as one of several senior staff assistants to the Assistant Dean of Academic Services.

• Acts as a designee of the Assistant Dean of Academic Services in absence of Assistant Dean including representing the Assistant Dean at meetings and overseeing office operations as well as all administrative matters.

• Manages and Maintains the School of Nursing's Course Catalog

• Interacts with Associate Dean for Academics to maintain and update catalog information.

• Communicates with Office of Student Services to implement catalog updates as needed.

• Drafts correspondence for department head's signature.

• Other duties as assigned as appropriate to rank and department mission.

Special Notes: This is a full time position. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

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 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 on line at the University Police website at

Official Job Title: Senior Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: School of Nursing-Stony Brook University
Schedule: Full-time Day Shift 8:30 am - 5:00 pm with some eveningsSchool of Nursing-Stony Brook University
Posting Start Date: May 8, 2017
Posting End Date: May 22, 2017, 10:59:00 PM
Salary: $49,000 - $62,000/Ann@1.0FTE CWE
Salary Grade: SL3


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