Senior Staff Assistant

Stony Brook, NY
Sep 23, 2017
Institution Type
Four-Year Institution
Job Description

Senior Staff Assistant-1702547

Required Qualifications: (As Evidenced by an Attached Resume)
Bachelor’s Degree and three (3) years of progressively responsible administrative experience in a higher education / academic setting. Excellent written, verbal, and interpersonal communication skills. Proficiency with computer software programs including Microsoft Word, Excel and PowerPoint. Detailed oriented and excellent organized are essential. Experience multi-tasking in a fast-paced, dead-line driven environment with a high degree of accuracy.

Preferred Qualifications:
Progressive administrative experience working in an academic and curriculum –based environment. Working knowledge of University academic and administrative policies and procedures. Experience with records and data management. Experience with university student information systems. Experience working with students and faculty. Experience supporting a senior administrator. Experience in administering budget and expenditure activities. Experience planning coordinating and implementing events.

Responsible for all administrative matters in the absence of the Associate Dean for the Office of Education, or as delegated.
Evaluate, develop and implement policies and procedures within the Office of Education to ensure that the day-to-day activities are handled efficiently, accurately and in the most expeditious manner possible, meeting procedural guidelines and time restraints.
Prepare and monitor budget and expense activity for the Office of Education.
Coordinate procurement and travel expense activity for the Office of Education.
Act as liaison for the Associate Dean with faculty, staff, students, and visitors from outside the University. Answer routine questions and refer to appropriate individuals and/or departments.
Act as a liaison between the Office of Education West Campus, Health Sciences Center and, University Hospital; this includes serving on relevant committees and relating any appropriate material and information for action and/or implementation.
Supervise student assistants.
Provide high level, administrative support to the Associate Dean of Education in a confidential and professional manner. Meet regularly and update the Associate Dean for Education regarding progress in all areas.
Answer telephones, respond to messages and refer faculty, students and staff to appropriate individuals and departments on behalf of the Associate Dean of Education.
Coordinate appointments, meetings and events and maintain the Associate Dean's calendar.

Coordinate catering as needed, and provide supporting documentation to procurement.
Organize and draft correspondence and reports on behalf of the Associate Dean of Education.
Generate and distribute minutes for committees and meetings chaired by the Associate Dean.
Maintain efficient chronological correspondence and follow-up record keeping system for the Office of Education by utilizing both electronic and hard copy filing systems.
Collect outcome data related to institutional effectiveness; coordinate submission of annual educational reports and surveys.
Disseminate updated information through email, written correspondence, and the Office of Education website.

Provide support to Predoctoral and Postdoctoral Course Directors in planning and coordinating curricular activities related to their respective courses, including but not limited to scheduling, photocopying, ordering supplies, and proctoring exams.
Utilize C-base (curriculum database) to schedule classes, laboratory sessions and exams; generate yearly master schedule and rotations; ensure that the master schedule and rotations are distributed and electronically posted.
Utilize Outlook to schedule and maintain room assignments for predoctoral and postdoctoral didactic and preclinical courses. Generate and post room assignments weekly.
Ensure classrooms and equipment (e.g., computers, projectors, moveable wall) are ready for use and maintained; coordinate service when needed; supervise student AV techs to ensure they are meeting their responsibilities.
Schedule Curriculum Committee meetings; generate and distribute Curriculum Committee meeting minutes.
Collect outcome data related to curricular effectiveness; coordinate submission of annual educational reports and surveys.
Prepare accreditation reports related to predoctoral as well as advanced education programs.
Evaluate the predoctoral dental curriculum and propose curricular reform as indicated.
Ensure that all course evaluations are generated using CBase and distributed to the appropriate committees or departments for annual review.
Act as a liaison between Department Chairpersons, Course Directors, and the Office of Education.

Academic Affairs:
Serve as the School of Dental Medicine (SDM) registrar and maintain all predoctoral and postdoctoral/graduate student academic records (electronic and paper records). Ensure that transcripts are generated and confirmed for accuracy.
Track predoctoral student performance on an ongoing basis. Generate reports to assess the academic progress of predoctoral students for recommendations of promotion or graduation.
Schedule Academic Standing Committee meetings; generate and distribute Academic Standing Committee meeting reports and minutes.
Prepare letters for the Associate Dean for Education to students regarding their academic standing and promotion.
Ensure that applications to advanced education programs and associated materials are completed in a timely manner.
Draft letters of recommendation for students or graduates applying to advanced educational programs for the Associate Dean for Education.
Gather and organize data and prepare reports that will be used in the selection process for student awards and outreach trips.
Serve as the staff administrator for the curriculum database (CBase) for the School of Dental Medicine (SDM); ensure that student background (admissions criteria) and SDM grades are entered into CBase for tracking purposes, analysis and compliance with University and Health Care policies and procedures; upload student photos in CBase.
Coordinate special events sponsored by the Office of Education, including but not limited to, Match Day, Annual Awards Ceremony, Advanced Education Day, and Postdoctoral Orientation and Welcome Dinner; assist with the coordination of other Office of Education events as directed.

Continuing Education:
Coordinate Continuing Education events including identifying and reserving event locations, organize catering, prepare event materials, marketing and promotion, assisting with sponsoring organization, registration, speaker coordination, and attending, setup and management of events.
Documentation of all Continuing Education programs in compliance with CERP accreditation standards.

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

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

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more 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, 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: Dental Medicine-Stony Brook University
Schedule: Full-time Day Shift 8:30 - 5Dental Medicine-Stony Brook University
Posting Start Date: Sep 22, 2017
Posting End Date: Oct 6, 2017, 11:59:00 PM
Salary: $52,000 - $62,000/Abnn@1.0FTE CWE
Salary Grade: SL3


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