Assistant to the Chief Deputy

Location
Stony Brook, Suffolk County
Posted
Jul 14, 2014
Jobs Outside Higher Education
Businesses & Consultants
Campus Description: 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. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook Medicine is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.

Budget Title: Assistant To The President

REF#: WC-S-9079-14-07-S

Department: President Exec Office

Salary: Commensurate with experience

Grade: M/C

State Professional Position

State Line#: 27074

Campus: Stony Brook West Campus/HSC


Required Qualifications: Bachelor's Degree. Two years offull-time directly related senior/executiveassistantexperience. Experience managing personnel in a university or business setting. Experience with public and external relations for department or administrative unit. Experience researching data for report creation and creating correspondence, reports, data banks, as necessary. Ability to multi-task important and high profile projects. Proficiency with Windows environment and Apple, especially Microsoft Word and Excel, advanced computer skills with Powerpoint, etc. Strong written and verbal communication skills.
Preferred Qualifications: Master's Degree. An additional five years or more of related experience. Experience working in higher education. Experience managing an executive's calendar and travel. Experience communicating with various constituents including government officials and community leaders. Experience managing and coordinating projects and committee work. Event planning experience. Experience managing student workers.

Brief Description of Duties: The Assistant to the Chief Deputy will be responsible for highly confidential and time sensitive information. Keen discretion is required at all times. Although the core responsibilities of the position are listed below, the nature of the office results in the incumbent getting involved in a variety of situations, which may not be specifically outlined; therefore the incumbent must be flexible with excellent time management skills. The incumbent must be able to communicate effectively with high-level campus and SUNY administration, local and federal government officials, and University donors, as well as students, parents and members of the community. Representing the Office of the President and Chief Deputy to the President with utmost professionalism at all times is essential.

The incumbent will also have an essential role in helping the Chief Deputy to the President with all the unanticipated high-level projects that come his way. The incumbent will also provide executive coordination and administration support for other highly important university projects and committees.

The successful candidate will perform the following Executive Administrative Functions:
  • Attend and participate in meetings often with the Chief Deputy to the President; and, as appropriate have a role in setting policy, creating action items and plans and ensuring follow-up on high priority agenda items for the Chief Deputy to the President.
  • Coordinate meetings, determine appropriate venues for events, ensure that all logistical imperatives are accomplished for events, prepare meeting agendas, and coordinate hospitality for visitors and out of town guests for the Chief Deputy to the President and the President, when asked.
  • Manage the Chief Deputy’s schedule, which includes scheduling and rearranging meetings, ensuring the Chief Deputy remains on schedule, confirming all meetings in advance (details, location, directions, etc.), and obtaining directions and working to ensure the Chief Deputy arrives at off site meetings on time.
  • Provide support in ensuring that the Chief Deputy is prepared for all meetings, which includes identifying and obtaining the necessary documents, briefing the Chief Deputy or arranging for others to brief the Chief Deputy in preparation for meetings, and working with the Chief Deputy to ensure any speeches or remarks are pertinent to the event or function that the President and/or Chief Deputy is scheduled to speak at. Much of the information handled is highly confidential in nature.
The incumbent will provide executive coordination and administration for highly important University committees and projects. Keen discretion is necessary in determining which urgent matters require the Chief Deputy's attention, and which can be delegated to another staff person for action. This requires the ability to make sound decisions while considering various circumstances. The incumbent will also coordinate the professional schedule and travel arrangements of the Chief Deputy to the President and others who might be traveling with him for professional purposes. As the Chief Deputy’s “right hand,” the incumbent will be deputized by him, when appropriate, to work pro-actively with some of his most important projects, as well as with the Directors of the areas under the Chief Deputy’s responsibility. Since the areas reporting to the Chief Deputy are of such high importance to the University, it is essential that the incumbent have the necessary confidence/professionalism and skill set to act independently as well as under the direction of the Chief Deputy to the President.
The successful candidate will perform the following Personnel Management duties:
  • Interview, hire and supervises the student assistants and other staff.
  • Determine work assignments, prioritize daily activities for these workers and monitor workflow and performance.
  • Create training workshops and manuals (and other helpful templates) for the students, particularly in regard to proper telephone etiquette and workstation and equipment management and use.
Since the portfolio of the Chief Deputy includes a high percentage of internal and external relations, the successful candidate will perform the following Public Relations duties:
  • Have significant contact with the Stony Brook community and the external public outside the office, often acting proactively and independently of the Chief Deputy, when interacting with all constituents.
  • Prepare materials, be they reports, correspondences, etc. for these interactions.
  • Since the Chief Deputy to the President is also in charge of negotiating relationships with often frustrated and disgruntled students and parents, as the “right hand to the Chief Deputy”, the incumbent is also an important and significant face of the university. In this capacity, the incumbent must demonstrate skill, tact, and grace under pressure.
The successful candidate will perform the following Project Management duties:
  • Assist in managing complex projects and committees for the Chief Deputy.
  • Be knowledgeable of best practices to track and ensure the effective execution of projects and committees assigned to the Chief Deputy by the President.
  • Be independent of the Chief Deputy and conduct research and analysis on projects or for committee work when necessary.
  • Carry out assignments and committee work independently of the Chief Deputy. This will require good judgment and tact. The Special Assistant will be required to be innovative and creative in assisting the Chief Deputy in this area of his work responsibility.
The successful candidate will perform the following Management duties:
  • Help the Chief Deputy to monitor and evaluate unit activities, assist with the Chief Deputy’s role of serving as chair of key committees and communicating with senior leadership at the University and in some cases will serve on committees.
  • Assist the Chief Deputy with his role of serving on accreditation committees and respond to faculty and student matters, interface with the Committee on Academic Planning and Resource Allocation (CAPRA), and assist with the supervision of several offices/programs reporting to the President including Conferences and Special Events, Organizational Wellness and Healthier U Initiatives and the Long Island Regional Advisory Council on Higher Education (LIRACHE).
  • Play a critical role in assisting the Chief Deputy in advancing Presidential Priorities and thinking of innovative and entrepreneurial ways to advance the University.
The successful candidate will perform the following Research and Analysis duties:
  • Research and analyze data for managerial decisions, campus events, and projects and other occasions, draft letters and memos and other material as necessary, using a variety of computer applications requiring advanced skills as well as the incumbent's own experience and intelligence.
  • Have access to personnel and financial information prepared for sole review of the President or other top administrators. The information may include, but not limited to, confidential information that may be used in making high-level staffing decisions that will have campus-wide impact.
  • Be prepared to possibly be called on to provide coordination or administrative support at sensitive and confidential meetings concerning campus-wide decisions or projects.

Other duties: As assigned.

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. Internal and external search to occur simultaneously.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume to:

Search Coordinator, Assistant to the Chief Deputy
Charles B Wang Center, Suite 302

Stony Brook University
Stony Brook, NY 11794-4044
Fax # 631-632-9503



Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 07/25/2014, unless specifically noted otherwise in the Special Notes Section.

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

Job Category: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 07/13/2014
Additional Categories:

PI80860535