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Administrative Assistant II

Employer
Stony Brook University
Location
New York, United States
Salary
Salary Not specified
Date posted
Aug 15, 2022


Administrative Assistant II

Administrative Assistant II

Required Qualifications (as evidenced by an attached resume):
Associate's degree (foreign equivalent or higher). Two (2) years of full-time directly related administrative assistant experience in an office setting. In lieu of an Associate's degree, a High School Diploma/GED and four (4) years of full-time directly related administrative assistant experience in an office setting may be considered. Experience with Microsoft Office Suite and/or Google applications. Experience managing calendars and/or scheduling meetings.

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher). Additional years (3+) of full-time administrative experience. Experience in a Higher Education/Academic environment. Office management experience. Experience working with a Procurement department (ordering supplies, generating purchase orders, etc.). Experience working with Human Resources. Experience with an applicant tracking system. Experience with Qualtrics.

Brief Description of Duties:
Provide administrative support within the Office of the Vice President for Research, often confidential in nature. The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with 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. Duties include all support functions and responsibilities in an office setting. Ability to work independently, but also as a member of a team. Incumbent will be expected to handle confidential documents and critical, time-sensitive information with the utmost professionalism.
  • Administrative and Office Support
    • Greet guests, answer telephones, and direct calls to the appropriate area. Arrange FedEx and UPS deliveries. Review correspondence and respond to routine inquiries.
    • Provide administrative support for VPR and back-up support for AVPR - Assist with scheduling and logistics of meetings and appointments, organize and schedule travel arrangements and process/track reimbursements. Serve as back-up to the Executive Administrator to the VPR. Maintain and update departmental or office databases. Assist with events, including invitations, tracking participants, sending correspondence, catering, set-up, break down, registration, badges, and miscellaneous event support.
  • Administrative Staff Management
    • Assist with confidential administrative staff matters (recruiting, hiring, onboarding and managing performance programs and evaluations, retentions and reappointments, student hires and temporary staffing needs.) Maintain databases. Create and maintain personnel folders. Provide assistance in the Talent Management System by creating and routing requisitions, monitoring recruitments, advertising new positions, scheduling and participating in charge meetings, reviewing and approving mid search reviews Provide weekly status report on recruitments in progress. Schedule orientation and prepare performance plans. Ordering keys, computers and new employee supplies as needed. Assist with confidential preservation holds as directed.
  • Space
    • Assist with space and renovation projects as directed and assigned, including, but not limited to, researching office equipment and furniture, working with vendors for estimates and quotes, ordering and tracking supplies and equipment.
  • Maintain Office
    • Order and maintain office supplies.
  • 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 Non Exempt position, eligible for the overtime provisions of the FLSA.

Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).

This position may be eligible for alternative workplace arrangements/telework (remote or virtual) or hybrid.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at or visit OEA.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

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

SUNY Research Foundation: A Great Place to Work.
Job Number: 2200603Official Job Title: Administrative Assistant IIJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: Office of the Vice President for ResearchSchedule: Part-time Shift :Day Shift Shift Hours: 1:00 p.m. - 5:00 p.m. Posting Start Date: Aug 11, 2022Posting End Date: Aug 25, 2022, 8:59:00 PMSalary:Commensurate with experienceAppointment Type: RegularSalary Grade:N7



To apply, visit https://stonybrooku.taleo.net/careersection/2/jobdetail.ftl?job=2200603&tz=GMT-07%3A00&tzname=America%2FLos_Angelesx





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