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Government & Community Relations Coordinator

Employer
Stony Brook University
Location
Stony Brook, NY

Job Details

Description

Required Qualifications (as evidenced by an attached resume):  

Bachelor's degree (foreign equivalent or higher degree). Two (2) years of full-time directly related administrative assistant experience in a professional office setting. Proficiency with Microsoft Office Suite (Word, PowerPoint, Excel).  


Preferred Qualifications: 

Additional years (3+) of full-time directly related administrative assistant experience in a professional office setting.  Experience as an executive assistant. Experience working in an academic and/or non-profit setting. Experience managing budgets. 

 

Brief Description of Duties:

This position provides administrative assistance to three (3) members of the Government and Community Relations team.  The successful candidate will interface with governmental officials, SBU staff members, executives, community leaders and local residents.  We are seeking a self-motivated, detail-oriented, proactive person who has the ability to handle multiple priorities in a rapidly changing environment and is a team player. The selected candidate will have experience managing multiple priorities and tasks, coordinating complex schedules, calendars and travel arrangements and working in a fast paced environment. They will have previous experience interacting with all levels of the organization and utilization of sound judgment and discretion. This position also requires excellent communication skills.


Perform administrative duties for three professional staff that includes but is not limited to: scheduling and confirming meetings that include on and off-site executive-level meetings in Washington DC, Albany, Long Island and elsewhere, managing electronic calendars, travel schedules, arranging and confirming travel logistics and employee travel reimbursements. Responding to first-level inquiries that may include receiving and screening telephone calls and/or emails and must exercise the highest level of confidentiality along with sound judgment to direct and/or draft appropriate responses. Typing and editing correspondence as necessary. Initiate necessary follow-up on action items and ensure follow-up meetings/activities are scheduled and executed.

Primary administrative support for university events, including program and operational planning and execution, coordinating the distribution of invitations/mailings and maintaining RSVP lists, reserving parking for elected officials, coordinating on and off-site logistics for events and activities, managing photography vendor bookings. As directed, posting events or service opportunities to campus volunteer websites and communications channels.

Utilizing an automated database to create electronic vendor purchase orders, requisitions and process vendor payments.  Monitor, track and reconcile monthly account activity using electronic spreadsheets in an all funds environment. Work closely with Procurement to resolve and /or correct vendor discrepancies. May hold procurement card and work closely with division financial coordinator. 

General office management: Maintain record keeping, filing system, general office appearance, security, property control, maintenance and inventory of office supplies and equipment.  Manage department database(s) and listserv(s) and ensure timely updates when necessary. Resolve day-to-day operational problems.

Other duties or projects as assigned as appropriate to rank and departmental mission.


Special Notes:

This is a part time appointment.  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 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 

info@goer.ny.gov.   


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 online at the University Police website at http://www.stonybrook.edu/police.


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: Part-time
Shift: Day Shift
Posting Start Date: Oct 14, 2019
Posting End Date: Nov 13, 2019, 11:59:00 PM

Organization

In a little more than 50 years, Stony Brook has established itself as one of America’s most dynamic public universities, an essential part of the region’s economy, and a center of cultural excellence.

Nobel laureates, Guggenheim fellows, and MacArthur grant winners teach on our campus, making it a magnet for outstanding students. Stony Brook has been ranked in the top 1 percent of all universities worldwide by the stonyLondon Times Higher Education—QS World University Rankings. U.S. News & World Report ranks Stony Brook among the top 100 best national universities. A member of the elite Association of American Universities, Stony Brook is among the 62 best research institutions in North America. Stony Brook faculty are leaders in significant national and worldwide projects, including the reconstruction of Iraq’s public health systems and museums, the management of the national parks of Madagascar,

 

and uncovering the causes of lobster mortality in Long Island Sound.

The entrepreneurial energy and economic strength of the University bring a combined benefit of $4.7 billion to the economy of Long Island. Stony Brook has a remarkable record of fruitful collaboration with private enterprise. The only university in New York State to have two Centers of Excellence, in biotechnology and wireless technology, Stony Brook has promoted the launch of 44 companies through its high-technology incubators.

Stony Brook University Medical Center is home to Suffolk County's only tertiary care hospital, with nearly half a million patient visits each year. Stony Brook University Health Sciences Center comprises the Schools of Dental Medicine, Health Technology and Management, Medicine, Nursing, and Social Welfare, and the Graduate Program in Public Health. The Long Island State Veterans Home is operated by Stony Brook University’s Health Sciences Center, and serves as a site for the education and training of long-term care and geriatric health care professionals.

Stony Brook’s Staller Center is Suffolk County’s leading arts venue. A richStony Brook 1 program of theater, dance, classical music, and popular entertainment make Staller a vibrant attraction throughout the year. The Center hosts masterclasses and concerts by the world-renowned Emerson String Quartet, resident faculty at the University, and the spring Chamber Music Festival.

Each summer, the Stony Brook Film Festival brings leading and emerging filmmakers and fans to the campus.
One of America’s most diverse universities, Stony Brook celebrates the rich heritage of immigrant New York at the Charles B. Wang Center celebrating Asian and Asian American cultures. A second site, in the heart of Manhattan, connects the University to the world’s greatest city.

Stony Brook is an engine of invention, creativity, and opportunity that has become a national model and a resource for the world.

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