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About the Role
The Senior Administrative Assistant will provide comprehensive administrative support for faculty personnel activities across five schools within the Health Sciences Center. This role is crucial for managing appointments, reappointments, and all faculty personnel transactions while upholding strict confidentiality. The successful candidate will leverage excellent organizational, analytical, customer service, and communication skills to manage multiple priorities in a dynamic environment.
Responsibilities
- Review and process faculty appointment, reappointment, change, and separation transactions.
- Review faculty appointment packages for completeness, accuracy, and compliance with School, University, and SUNY requirements.
- Prepare faculty-related correspondence, appointment letters, and other personnel documents.
- Coordinate with Human Resources, Payroll, Academic Affairs, and other stakeholders for timely processing of faculty transactions.
- Audit personnel transactions and supporting documentation for compliance.
- Maintain faculty personnel files and related records.
- Ensure faculty personnel documents are properly filed and maintained.
- Coordinate the preparation of files and supporting documentation for audits, reviews, and accreditation activities.
- Assist with document scanning, electronic file management, and records retention.
- Maintain faculty databases and tracking systems.
- Generate reports on faculty appointments, reappointments, recruitment activity, and personnel actions.
- Perform regular audits of faculty data for accuracy and consistency.
- Assist with the preparation of reports for leadership and administrative offices.
- Provide administrative assistance during key employee lifecycles, such as formatting offer letters and tracking contract reappointments.
- Manage and organize faculty personnel's shared email inboxes.
- Route formal agreements, contracts, or Memorandums of Agreements (MOAs) for signatures and track execution status.
- Complete employment and faculty appointment verifications.
- Serve as a point of contact for external organizations requesting verification of faculty appointments or employment status.
- Maintain records of verification requests and responses.
- Schedule meetings and coordinate administrative logistics.
- Assist with special projects and process improvement initiatives.
- Perform other duties as assigned.
Requirements
- Bachelor's degree (foreign equivalent or higher) and one (1) year of full-time administrative experience in an office setting.
- Associate degree (foreign equivalent or higher) and five (5) years of full-time administrative experience in an office setting may be considered in lieu of a Bachelor's degree.
- Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
- Excellent organizational, analytical, customer service, written, and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong attention to detail.
- Sound judgment.
- Ability to work independently.
Skills
- Microsoft Office Suite (Word, Excel, Outlook)
- Organizational skills
- Analytical skills
- Customer service skills
- Written communication skills
- Verbal communication skills
- Attention to detail
- Judgment
- Independent work
Location
- Stony Brook, NY
Work Type
- Full-time
Experience Level
- 1 year administrative experience
- 5 years administrative experience (with Associate degree)
Education Level
- Bachelor's degree
- Associate degree
Salary/Compensations
- The starting salary range (or hiring range) to be offered for this position is noted below
Benefits
- Total rewards
About the Company
- The Research Foundation of SUNY is a private educational corporation.
- Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment.
Equal Opportunity
- 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.