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