Administrative Assistant II

Job description

Job Description

Administrative Assistant II-1803146

Required Qualifications:

High school diploma/GED (or foreign equivalent or higher). Four (4) years of progressively responsible full time administrative experience in an office setting. Experience in word processing, spreadsheet management, electronic messaging and/or internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...). Google Apps experience (Calendar, email, documents etc...)

Preferred Qualifications:

Associate’s degree (or foreign equivalent or higher). Experience in a Higher Education/Academic environment. Advanced Google Apps experience (Calendar, email, documents etc...). Experience working with, and maintaining, confidential information with a high degree of professionalism, integrity, discretion, and tact. Experience working with external sponsors, clients or customers. Conference, meeting and/or event planning experience. Experience coordinating travel agreements and processing travel reimbursements. Experience maintaining and ordering inventory of office supplies. Experience recording and transcribing meeting minutes.

Brief Description of Duties:

Provide administrative support to the Sea Grant Program. The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.

Research Program Support: Update and access information in various databases, especially as related to annual reporting and NYSG proposal solicitation. Use databases to generate reports and other documents as needed. Check pre-proposals and full proposals for completion, manipulate PDF’s, send acknowledgement emails, make electronic and paper folders.

Fiscal Support: Responsible for entering Wolfmart requisitions and purchase orders. Help coordinate the purchase of equipment and manage department inventory and maintenance contracts. Obtain quotes when needed. Handle procurement requisitions, invoice payments, travel arrangements and reimbursements for various staff and fellows. Enter invoices into excel to assist with reconciliation. Assist with processing honorariums when needed. Serve as primary point of contact for various Sea Grant fellowship recipients, process their travel arrangements and reimbursements, deliver paychecks, assist with fellowship related issues and track their expenses in excel.

Administrative Support: Provide administrative support to the Director to include coordinating meetings and appointments, agendas, taking meeting minutes, maintaining the Director’s calendar, and making travel arrangements. Maintain and order inventory of office supplies. Arrange meetings, special events and conferences on and off campus, and attend when necessary. Order catering and secure meeting spaces. Coordinate the development of the annual briefing book (Blue Book) for New York Sea Grant Board of Governors, help compile the final PDF of the Omnibus, and help with site review materials.

Other duties or projects as assigned such as copying, filing, preparing mail, typing routine correspondence, and providing administrative support for other staff in the office as needed.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. 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

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.

Equal Opportunity Employer, females, minorities, disabled, veterans.

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: Administrative Assistant II
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: New York Sea Grant-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Day Shift 8:30-5:00New York Sea Grant-The Research Foundation for The State University of New York at Stony Brook
Posting Start Date: Nov 26, 2018
Posting End Date: Dec 10, 2018, 11:59:00 PM
Salary: Commensurate with experience
Salary Grade: N7





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Job No:
Posted: 11/27/2018
Application Due: 12/30/2018
Work Type: