Advancement Events Assistant

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

Advancement Events Assistant-1702726

Required Qualifications: (As Evidenced by an Attached Resume)

Bachelor's degree. Two years of directly related, full time administrative support experience that includes event coordination. Budget management experience. Excellent verbal and written communications skills.

Preferred Qualifications:

Experience in a university academic culture and/or nonprofit setting. Experience handling fund-raising initiatives. Experience working with and understanding SUNY budget modules, i.e. SBU Reporting, etc. Experience working with all levels of management, volunteers and donors. Demonstrated proficiency with computers and software packages including Microsoft applications (i.e Word, Excel, PowerPoint) email and calendar software and the ability to navigate the internet. Demonstrated experience coordinating complex schedules, calendars, and managing multiple priorities and tasks. Excellent telephone and customer service skills.

Brief Description of Duties:

The position supports the office of Advancement Events and has a broad range of administrative responsibilities that include office management, providing customer service to internal/external audiences, and the ability to contribute as an event team member participating in all stages of event planning to ensure on time execution and produce highly successful events.

  • Support the Director and contribute as an event team member in all phases of event planning to ensure success of events. Efforts may include: securing locations, management of event expenses, processing transmittals for ticket/table purchases, donations, and revenue, processing vendor payments, equipment coordination, drafting invite and email copy, event set-up and breakdown, electronic tracking of multiple events and ability to report on their current and projected completion status, along with maintaining and updating electronic guest lists.
  • Assist in preparation and coordination of large event mailings.
  • Supervise volunteer staff in various events/projects. Events include Golf Outings, Alumni Awards Dinner, highly visible cultivation and fund raising events.
  • Manage the daily administrative tasks of the unit, includes responsibility of the Director’s electronic appointment calendar, office management, arranging meetings, reserve/confirm conference rooms and preparing background materials when appropriate.
  • Serve as the primary liaison between the department and internal/external inquires, must prioritize and respond accurately and in a timely manner.
  • Set-up and maintain organized systems of filing, both paper and electronic to track correspondences.
  • Attend meetings and take minutes as necessary.
  • Responsible for event budget reconciliation, efforts may include: monitoring expenses, preparing expense reports/reimbursements, reconciling monthly expenditure invoices, preparing requisitions and purchase orders for vendor payments and reconciling monthly credit card statements.
  • Other duties or projects as assigned as appropriate to rank and departmental mission.

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: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Advancements-Stony Brook University
Schedule: Full-time Day Shift 8:30-5Advancements-Stony Brook University
Posting Start Date: Sep 22, 2017
Posting End Date: Oct 6, 2017, 11:59:00 PM
Salary: $43,000-$53,000 / Annual @ 1.0 FTE CWE
Salary Grade: SL2


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