Staff Assistant for Health Sciences Admissions

Stony Brook, NY
Jun 24, 2017
Institution Type
Four-Year Institution
Job Description

Staff Assistant for Health Sciences Admissions-1701595

Required Qualifications: (Evidenced by an attached resume)

Bachelor's Degree. Two years of full-time administrative experience in a student services and/or admissions type area within a Higher-education/academic environment.

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 with a Student Information System in a Higher Education Setting, such as Banner, Peoplesoft, etc. Experience inputting external admissions applications into the system. Experience with document imaging/scanning and indexing/attaching within management software system.

Brief Description of Duties: This position provides direct support to the admissions area of the Health Sciences Office of Student Services (HS OSS). HS OSS provides services to undergraduate and graduate students in the School of Nursing, School of Social Welfare, School of Health Technology and Management, the Graduate Program in Public Health/MPH, and the Graduate Program in Nutrition. 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 successful candidate will:
  • Manage the office email account. Ensure accurate, personal, and timely responses to inquiries. Refer financial aid and records/registration inquiries to the appropriate areas of the office as needed. Build stationary templates to expedite replies. Ensure the proper organization and filing of inquiries for future retrieval.
  • Produce online decision communications to applicants using PeopleSoft Student Administration System.
  • Responsible for coordinating and managing the imaging of admissions documents and for training other admissions staff or student assistants as needed.
  • Review and process admissions applications. Gather additional information and make corrections as needed using the campus PeopleSoft Student Administration System. Identify and resolve problems. Ensure student files are created and maintained in accordance with established office procedures. Provide guidance and respond to inquiries from faculty and staff regarding application procedures and status of applications.
  • Review academic transcripts and post in PeopleSoft Student Administration System. Identify and resolve problems.
  • Assist with the review of the office website to ensure information is up to date and make changes as necessary. Participate in testing of PeopleSoft periodic bundles in admissions.
  • Assist with the application fee waiver request process according to established policy. This includes review of documents to verify eligibility, communications to applicants, updating the PeopleSoft system with the decision, and tracking payments.
  • Produce reports monthly and as needed for the office regarding email, phone and office walk-in inquiries.
  • Other duties or projects as assigned as appropriate to rank and department mission.

Special Notes: Occasional evening and/or weekend hours may be required. This is a full time appointment. 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:

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 six 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.

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: Health Sciences Office of Student Services-Stony Brook University
Schedule: Full-time Day Shift 8:30am-5:00pmHealth Sciences Office of Student Services-Stony Brook University
Posting Start Date: Jun 23, 2017
Posting End Date: Jul 23, 2017, 10:59:00 PM
Salary: $45-000-$50,000
Salary Grade: SL2


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