What are the responsibilities and job description for the Administrative Coordinator position at Stony Brook University?
Required Qualifications (as Evidenced By An Attached Resume)
High School Diploma/GED (foreign equivalent or higher). Five (5) years of administrative experience which may include calendar management, event coordination, vendor management, travel coordination or similar experience. Or a Bachelor's degree (foreign equivalent or higher) with one (1) year of administrative experience (which may include calendar management, event coordination, vendor management, travel coordination or similar experience) may be considered.
Preferred Qualifications
Two (2) additional years of full-time administrative experience. Highly proficient, professional experience in spreadsheet management, e-mail, internet research, and word processing applications (Microsoft Word, Excel, PowerPoint, Google Apps). Experience working in a higher education or academic medical setting. Experience planning workshops, conferences, and/or special events (assisting experience may be considered). Experience with virtual meeting platforms i.e. zoom, teams, meet, etc. Database management experience which may include experience with Wolfmart, Concur, 25Live, Microsoft Project, OneNote, SBevents, etc.
Brief Description Of Duties
The Administrative Coordinator will provide administrative support as a key member of both the Office of Proposal Development (OPD) team and the newly formed Office of Research Development (ORD), assisting with a wide range of activities to support research development. The incumbent will provide administrative support to office operations and the Senior Associate Vice President for Research (SAVPR). The Administrative Coordinator will support the planning and execution of live and virtual events for the Office of Proposal Development and the Office of Research Development. Along with and at the direction of the Administrative Specialist, the incumbent will work with the event hosting team, providing crucial support in organizing and executing various events and providing high-level administrative assistance to the OPD and ORD management team. This role encompasses diverse duties, ranging from administrative tasks to active participation in client meetings, collaborating with outside event planners, drafting agendas, taking minutes, and onsite event execution. The candidate must 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.
○ Initiate reservations for venues, catering, and other vendors. Process all procurement transactions.
○ Schedule and attend regular meetings with event committees (or appropriate parties).
○ Research and compile background material for meetings, develop agendas, and schedules, create and collect presentations.
○ Prepare necessary supplies and printed materials for each event (check-in lists, name tags, tent cards, etc.). Request assistance as needed.
○ Prepare and distribute agendas, run-of-shows, files, links, and other pertinent information to applicable parties.
○ Attend all in-person meetings to ensure smooth execution. Assist as directed.
○ Ensure event spaces are appropriately arranged and ready for each event.
○ Direct, supervise, and train student support staff and volunteers.
○ Act as point of contact at all events. Greet and direct guests, venue staff, vendors, and support staff. Manage the reception area.
○ Attend and co-host all virtual workshops, town halls, and research collaboration events.
○ Monitor event operating budget; process and monitor payments to all vendors.
○ Maintain event data and photos. Draft information for campus-wide press releases.
○ Process all procurement transactions (Wolfmart).
○ Maintain office supply inventory.
○ Coordinate travel arrangements and conference registrations and prepare necessary reimbursements.
○ Manage minor office space and equipment issues and manage office maintenance.
○ Process Concur transactions and assist with travel arrangements and reimbursements.
○ Monitor the OPD Shared Google Mailbox ensuring all inquiries are directed to and responded to by the appropriate parties promptly.
○ Maintain all OPD calendars and listservs
■ Assist with the onboarding of new employees.
■ Support department communications and assist in the planning and execution of research-focused outreach.
■ Prepare presentation materials, edit content, and add appropriate graphics.
■ Assist with the collection of information or data as directed.
■ Attend meetings as assigned, take minutes, and provide summaries.
■ In collaboration with the Proposal Development team, provide administrative support for the submission of proposals.
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research 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).
Required
Evening and weekend work may be required at times.
The incumbent may be required to move or lift heavy objects with or without the use of assistive equipment, very seldomly.
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 (631) 632-6280 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.
The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Official Job Title
Senior Administrative Assistant
Job Field
Administrative & Professional (non-Clinical)
Primary Location
US-NY-Stony Brook
Department/Hiring Area
Office of Proposal Development
Schedule
Full-time
Posting Start Date
Apr 4, 2025
Posting End Date
Apr 25, 2025, 10:59:00 PM
Salary
$55,000-$60,000
Appointment Type
Regular
Salary Grade
N8
SBU Area
The Research Foundation for The State University of New York at Stony Brook
High School Diploma/GED (foreign equivalent or higher). Five (5) years of administrative experience which may include calendar management, event coordination, vendor management, travel coordination or similar experience. Or a Bachelor's degree (foreign equivalent or higher) with one (1) year of administrative experience (which may include calendar management, event coordination, vendor management, travel coordination or similar experience) may be considered.
Preferred Qualifications
Two (2) additional years of full-time administrative experience. Highly proficient, professional experience in spreadsheet management, e-mail, internet research, and word processing applications (Microsoft Word, Excel, PowerPoint, Google Apps). Experience working in a higher education or academic medical setting. Experience planning workshops, conferences, and/or special events (assisting experience may be considered). Experience with virtual meeting platforms i.e. zoom, teams, meet, etc. Database management experience which may include experience with Wolfmart, Concur, 25Live, Microsoft Project, OneNote, SBevents, etc.
Brief Description Of Duties
The Administrative Coordinator will provide administrative support as a key member of both the Office of Proposal Development (OPD) team and the newly formed Office of Research Development (ORD), assisting with a wide range of activities to support research development. The incumbent will provide administrative support to office operations and the Senior Associate Vice President for Research (SAVPR). The Administrative Coordinator will support the planning and execution of live and virtual events for the Office of Proposal Development and the Office of Research Development. Along with and at the direction of the Administrative Specialist, the incumbent will work with the event hosting team, providing crucial support in organizing and executing various events and providing high-level administrative assistance to the OPD and ORD management team. This role encompasses diverse duties, ranging from administrative tasks to active participation in client meetings, collaborating with outside event planners, drafting agendas, taking minutes, and onsite event execution. The candidate must 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.
- Event Management:
○ Initiate reservations for venues, catering, and other vendors. Process all procurement transactions.
○ Schedule and attend regular meetings with event committees (or appropriate parties).
○ Research and compile background material for meetings, develop agendas, and schedules, create and collect presentations.
○ Prepare necessary supplies and printed materials for each event (check-in lists, name tags, tent cards, etc.). Request assistance as needed.
○ Prepare and distribute agendas, run-of-shows, files, links, and other pertinent information to applicable parties.
○ Attend all in-person meetings to ensure smooth execution. Assist as directed.
○ Ensure event spaces are appropriately arranged and ready for each event.
○ Direct, supervise, and train student support staff and volunteers.
○ Act as point of contact at all events. Greet and direct guests, venue staff, vendors, and support staff. Manage the reception area.
○ Attend and co-host all virtual workshops, town halls, and research collaboration events.
○ Monitor event operating budget; process and monitor payments to all vendors.
○ Maintain event data and photos. Draft information for campus-wide press releases.
- Office Support:
○ Process all procurement transactions (Wolfmart).
○ Maintain office supply inventory.
○ Coordinate travel arrangements and conference registrations and prepare necessary reimbursements.
○ Manage minor office space and equipment issues and manage office maintenance.
○ Process Concur transactions and assist with travel arrangements and reimbursements.
○ Monitor the OPD Shared Google Mailbox ensuring all inquiries are directed to and responded to by the appropriate parties promptly.
○ Maintain all OPD calendars and listservs
- Outreach and Coordination Support:
■ Assist with the onboarding of new employees.
■ Support department communications and assist in the planning and execution of research-focused outreach.
■ Prepare presentation materials, edit content, and add appropriate graphics.
■ Assist with the collection of information or data as directed.
■ Attend meetings as assigned, take minutes, and provide summaries.
■ In collaboration with the Proposal Development team, provide administrative support for the submission of proposals.
- Other duties as assigned.
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research 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).
Required
Evening and weekend work may be required at times.
The incumbent may be required to move or lift heavy objects with or without the use of assistive equipment, very seldomly.
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 (631) 632-6280 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.
The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Official Job Title
Senior Administrative Assistant
Job Field
Administrative & Professional (non-Clinical)
Primary Location
US-NY-Stony Brook
Department/Hiring Area
Office of Proposal Development
Schedule
Full-time
Posting Start Date
Apr 4, 2025
Posting End Date
Apr 25, 2025, 10:59:00 PM
Salary
$55,000-$60,000
Appointment Type
Regular
Salary Grade
N8
SBU Area
The Research Foundation for The State University of New York at Stony Brook
Salary : $55,000 - $60,000
