Admissions Assistant, Record & Admissions (SPD)

Stony Brook, NY
Oct 11, 2017
Institution Type
Four-Year Institution
Job Description

Admissions Assistant, Record & Admissions (SPD)-1702899

Required Qualifications: (As evidenced by an attached resume)
Bachelor’s Degree. One year of full-time customer service related administrative experience. Experience with at least one, preferably more than one of the following applications from the Microsoft Office Suite: Word, Excel, PowerPoint, Access, and Publisher. Experience effectively multi-tasking in a fast-paced, dead-line driven environment with a high degree of accuracy and organization. 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. Excellent customer service skills.

Preferred Qualifications:

Master's Degree or higher. Additional years of full-time customer service related administrative experience. Strategic and analytical thinking skills with an ability to solve problems and make effective decisions. Experience in at least one, preferably more than one of the following Higher Education student service areas: registrar, undergrad/graduate admissions, academic advising, or other student services. Experience working with PeopleSoft and/or Nolijweb. Experience interpreting institutional policies and procedures.

Brief Description of Duties: The incumbent will provide direct support for the admission and readmission of graduate students to the School of

Professional Development, including accelerated degree and non-traditional applicants. Serving as a liaison between prospective students and

program directors, the incumbent will resolve discrepancies related to admissions, review applications, including international educational documents,

for adherence to admissions requirements, and provide technical and administrative support to the Records & Admissions Manager and Assistant Dean with the Apply Yourself system. The incumbent will assist, as needed, with other SPD record-related functions, processes and procedures, including

processing withdrawals, leave of absences, transfer credit petitions, registration matters, and graduation clearances.
Review and analyze the School of Professional Development’s admissions applications for adherence to admission requirements, (G.P.A., degree equivalence, degree objective). Determine admission eligibility. Contact appropriate department to discuss SPD candidates. Resolve discrepancies related to admissions process. Accurately explain to departments and programs the reasons for admission ineligibility. Process term activations and secondary program/certificate program requests. Review international educational documents and forward non-standard cases to the Assistant Dean.

  • Review and analyze all non-traditional SPD admissions applications for adherence to admission, pre-admission or visiting student requirements.This requires particular attention to specialized knowledge of the specific needs of non-traditional students and programs. Additional follow-up on the registration requirements and restrictions of these groups will, at times, be necessary.
  • Provide guidance and oversight to administrative offices, programs and incoming students regarding the admissions process and procedures.This includes managing and being responsible for the shared graduate admissions email account.
  • Help coordinate the information on SPD’s admissions website and other publications for new incoming students. Review and suggest changes to the admissions processes and related documents to the Records & Admissions Manager and the Assistant Dean.
  • Review, advise on, and process requests for admissions deferrals and leave of absences.
  • Provide technical and administrative support with Apply Yourself to the Records & Admissions Manager and Assistant Dean.Serve as an alternate SPD liaison for Apply Yourself.
  • Assist, as needed, with other SPD record-related functions, processes and procedures, including processing various transactions and forms(withdrawals, leave of absences, transfer credit petitions, registration matters, change of programs/levels, and secondary programs) and assisting,as needed, with SPD graduation clearances as assigned by the Records & Admissions Manager or Assistant Dean.
  • Other duties or projects as assigned as appropriate to rank and department mission.

Special Notes: 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:

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: Admissions Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: School of Professional Development-Stony Brook University
Schedule: Full-time Day Shift 8:30am-5:00pmSchool of Professional Development-Stony Brook University
Posting Start Date: Oct 10, 2017
Posting End Date: Oct 24, 2017, 11:59:00 PM
Salary: $45,000- $51,500
Salary Grade: SL2


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