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 Subject : Staff Assistant - Stony Brook University Office of the Dean of Student.. 01/12/2018 08:29:41 PM 
Chris Tanaka
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Subject :Staff Assistant - Stony Brook University Office of the Dean of Students

Staff Assistant - 1703515

Required Qualifications (As evidenced by an attached resume):

Bachelor’s Degree. In lieu of a Bachelor's Degree, an Associate's Degree and two years of full time directly related experience will be considered. Two years of full time administrative experience. Experience working with a diverse population of faculty, staff and community organizations. Strong communication and interpersonal skills. Student Experience will be considered.

Preferred Qualifications:

Prior experience working in an institution of Higher Education. Experience managing budgets, running accounting reports and maintaining accounting records. Prior experience responding to student problems, issues and emergencies and making appropriate referrals. Prior event and project management experience. Strong organizational and administrative skills. Knowledge and prior experience with procurement and purchasing systems/software. Computer proficiency with Microsoft Word, Excel, Publisher and PowerPoint. Advanced Excel experience to include formulas, graphs/charts creation and spreadsheet management. Advanced Microsoft Word experience to include mail merges. Advanced database management (i.e., Microsoft Access, SPSS) including the ability to write and run queries, electronic forms and manage data.

Brief Description of Duties:

The Staff Assistant is responsible for providing support for the Office of the Dean of Students and respond to first-level inquiries regarding programs, services and related policies and procedures of the Dean of Students Office. The successful incumbent will assist with the development and management of campus-wide organizations and programmatic efforts. The Staff Assistant will also help support departmental purchasing and budget management for programs and services provided by multiple units. The selected candidate will be responsible for the following:
  • Troubleshoots first-level problems presented by students, parents, faculty, staff and other constituents. Responds to urgent and emergency situations involving students and parents, and makes appropriate referrals as necessary. Provide high level of customer service and create a positive and professional environment and culture.
  • Research and purchase and procure goods and services to support Departmental programs for multiple units.
  • Maintain electronic spreadsheets for assigned Department accounts. Effort includes submitting and tracking electronic requisitions, working with vendors to ensure services are complete, vendor payments are processed timely and track expenditures.
  • Reconcile accounts, P-Cards (credit cards) and other revenue/expenditures at the conclusion of paid programs/events. Work closely with Procurement Office to resolve and/or correct vendor discrepancies.
  • Provide program, planning and operational support for campus-wide initiatives, including Student Ambassador Program, Undergraduate Recognition Awards, Voter Registration, Commencement Speaker, Earthstock, Homecoming, etc.
  • Act as the primary liaison for an Associate Dean of Students. Manage their calendars on a daily basis, confirming and coordinating appointments, receiving and responding to all phone calls and email inquiries.
  • Participate in all phases of hiring and supervision of student staff. Effort includes setting up interviews, coordinating assignments, monitoring students' performance and ensuring maximum student coverage for the Department(s).
  • Other duties or projects as assigned as appropriate to the rank and departmental mission.

Special Notes:
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University is 100% tobacco-free as of 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 Pollack 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 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

Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Office of the Dean of Students-Stony Brook University
Schedule: Full-time Day Shift 8:30 am - 5:00 pm Pass Days: Sat, Sun
Posting Start Date: Jan 12, 2018
Posting End Date: Jan 27, 2018, 4:59:00 AM
Salary: $40,000-$44,000 / Annual @ 1.0 FTE CWE
Salary Grade: SL2
Appointment Type:Temporary

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