AERTC Sr. Administrative Assistant

Job description


Required Qualifications (as evidenced by an attached resume):  

High School Diploma (equivalent or higher). Four (4) years of progressively responsible, full-time administrative experience. Experience with Microsoft Suite programs (Word, Excel, Publisher, PowerPoint, etc.) Experience with email platforms, email blast platforms, as well as email/marketing databases and platforms. Experience searching websites. Experience with office calendars.

Preferred Qualifications: 

Associate's Degree (foreign equivalent or higher degree). Additional years (5+) of progressively responsible, full-time administrative experience.  Experience with data entry. Experience planning conferences and/or events. Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures.

Brief Description of Duties:

Serve as first point of contact at the Advanced Energy Research and Technology Center (AERTC). Provide visitor information and guidance, answer phones, maintain calendars for room usage, and assist the Director in various administrative duties as listed below. 


The selected candidate 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.    

Answer main AERTC incoming phone line and direct calls to appropriate area; create and maintain an updated list of the AERTC phone directory; receive and distribute all mail and packages; contact FedEx/UPS for outgoing pick-ups.

Assist with facility needs such as: Coordinating the receiving/shipping of large shipments (i.e. pallets, crates, etc.) through the loading dock; administer admittance to necessary rooms/labs for company deliveries; responsible for sending email “blasts” to all building occupants as directed by the Director of AERTC; Liaison between SBU building services and the needs of the AERTC building tenants/staff/faculty; manage conference room meeting calendar for AERTC.

Responsible for oversight of small business equipment, to include maintenance, operation and scheduling.

Oversee lobby area of the AERTC. Greet and provide assistance to visitors of the center. Process and update all AERTC’s building access requests into PeopleSoft Program.

Provide administrative support to the Director; order supplies for the center through SBU WolfMart system; prepare and process staff travel reimbursement documents; create/maintain AERTC database of requested industry/academic institution contacts in the appropriate database software platform; handle all AERTC email mail/distribution efforts using said database software platform; maintain ProTrack tenant database and create reports as requested. Assist Director of AERTC to prepare for quarterly AERTC Board meetings, including putting together information packets, packing all needed materials for transport to Board meeting, etc.

Assist with the Advanced Energy Conference as directed.

Assist with Outreach Meetings of the AERTC by preparing event room, including: setting up Polycom; preparing projector/laptop; receiving, and occasionally ordering, drinks/ food; putting together packets for distribution. 

Other duties as assigned.

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 has been tobacco free since 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 

[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/Research is an Equal Opportunity /Affirmative Action Employer.  We encourage all to apply including individuals with disabilities and protected 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

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Schedule: Full-time
Shift: Day Shift
Posting Start Date: Jul 16, 2019
Posting End Date: Jul 30, 2019, 10:59:00 PM




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 7/17/2019
Application Due: 7/31/2019
Work Type: