Executive Assistant to the Vice President of Strategic Initiatives

Job description

Job Description

Executive Assistant to the Vice President of Strategic Initiatives-1803469

Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (or foreign equivalent or higher). Two (2) years of full time administrative experience in a large, complex environment within the public sector, corporate, non-profit, or higher education setting. Previous experience working with calendar management. Working knowledge of Microsoft Suite.

Preferred Qualifications:

Master's Degree (or foreign equivalent or higher). Additional years of full-time administrative experience in a large, complex environment within the public sector, corporate, non-profit or higher education setting. Prior experience supporting senior level Management. Previous demonstrated experience with SUNY Systems, (for example, accounting and purchasing systems.)

Brief Description of Duties:

Brief Description for your Job Description
The Executive Assistant to the Vice President for Strategic Initiatives reports to and supports Stony Brook University's Vice President for Strategic Initiatives. The Vice President oversees Stony Brook University's strategic initiatives at the direction of the President with direct responsibility for executive oversight of the Southampton campus, the SUNY Korea campus, and enrollment capacity and planning, in addition to other projects as assigned by the President. The Executive Assistant to the Vice President for Strategic Initiatives also provides support to the Chief Diversity Officer and the AVP for the Office of Institutional Research, Planning, and Effectiveness.

The selected incumbent will coordinate the daily schedule for a busy senior executive, including scheduling and responding to meeting requests, coordinating all travel and business meetings, which occasionally requires night or weekend changes to schedules, responding to critical correspondence which have deadlines and answering phone calls and emails. S/he must be able to communicate effectively with senior leadership at Stony Brook University, Stony Brook Medicine, SUNY, external community members, and University faculty, staff, alumni and students. The incumbent must operate from a wide base of knowledge regarding the institution including understanding planning, budgeting, and deadlines. Responsible for all funds financial activity and reconciliation. Must be able to quickly assess requests, prioritize, and often respond on behalf of the VP. The incumbent must maintain confidentiality at all times. The selected candidate will be responsible for the following:

Executive Administrative Functions:

  • Provide support for all activities associated with managing VP area, including answering phones, setting meetings, managing email and calendars, filing reports and notes for quick retrieval, taking meeting notes, and creating multimedia presentations for cabinet level activities.
  • Coordinate all meetings and manage the Vice President's schedule, which includes scheduling and rearranging meetings, ensuring the VP remains on schedule, coordinating international travel and itinerary information, confirming all meetings in advance (details, location, directions, etc.), obtaining directions as needed and working to ensure the VP arrives at off-site meetings on time.
  • Provide support in ensuring that the VP is prepared for all meetings, which includes identifying and obtaining the necessary background info on meeting nature, participants and research documents. Information must be handled in a highly confidential nature.
  • Attend and participate in meetings with the Vice President; take notes, and create action items and plans and ensure follow-up on high priority items for the Vice President.
  • Provide support for administrative functions in budget, procurement and Human Resource Management issues, and prepare reports on these areas for analysis by the VP.
  • Responsible for providing coordination and administration for certain University projects in remote campuses.
  • Discretion is necessary in determining which urgent matters require the VP's immediate attention, and which can be delegated to another staff person for action.
  • The incumbent also supports the AVP of Institutional Research, Planning and Effectiveness with regard to budget, travel and procurement issues and the Chief Diversity Officer with regard to calendar management, travel and procurement issues.
  • Project Management, Research and Analysis:

  • Assist in managing complex projects for the Vice President, this may include research, writing, or developing spreadsheets/databases, creating PowerPoint presentations as necessary, using advanced skills. Conducting original research into issues of importance is required. Incumbent is expected to be able to work independently to complete tasks involved.
  • Proactively move projects ahead with an understanding of priorities. The incumbent might also be called on to provide coordination or administrative support at sensitive and confidential meetings concerning communication/marketing projects.
  • Various administrative duties for the Vice President including coordinating catering for events, travel arrangements and reimbursements, ordering supplies, memberships or other purchases. Work closely with Division IT support in support of Vice President's electronic devices including: computers, cell phones, etc.

  • Management of Budget and Financial Management:

  • Adhering to best practice to ensure that Campus, State, and SUNY policies, as well as budget constraints are adhered to.
  • Independent oversight of State, RF, IFR, and SBF accounts, which includes ensuring that each year's data and spreadsheets are based on approved budget documents.
  • Manage and develop annual spreadsheets along with reconciling activity regularly using Stony Brook, SUNY, RF, and SBF accounting systems. Effort includes addressing and resolving potential problems as well as addressing inconsistencies. Processes state journal transfers and other transactions. Manages end-of-the year close out to make sure accounts are reconciled.
  • Incumbent holds procurement P-card and acts as primary contact for department purchasing and payment process.
  • Other duties as assigned appropriate to rank and departmental mission.

    Special Notes:This is a Management Confidential position. This is a full time appointment. 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 stonybrook.edu/tobaccofree.
    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 [email protected]
    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 Pollock 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 http://www.stonybrook.edu/police.

    Official Job Title: Assistant to the President
    Job Field: Administrative & Professional (non-Clinical)
    Primary Location: US-NY-Stony Brook
    Department/Hiring Area: Strategic Initiatives-Stony Brook University
    Schedule: Full-time Day Shift 8:30am - 5:00pmStrategic Initiatives-Stony Brook University
    Posting Start Date: Nov 2, 2018
    Posting End Date: Nov 17, 2018, 12:59:00 AM
    Salary: $60-$75K ANN/1 FTE Commensurate with Experience
    Salary Grade: MP5





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    Job No:
    Posted: 11/3/2018
    Application Due: 11/17/2018
    Work Type: