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Executive Assistant to the Dean

Stony Brook Medicine

Stony Brook, NY

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JOB DETAILS
SKILLS
Administrative Skills, Analysis Skills, Audiovisual, Auditing, Budget Management, Budgeting, Business Intelligence, Business Operations, Calendar Management, Catering Services, Communication Skills, Computer Skills, Computer Systems, Customer Support/Service, Data Collection, Documentation, Establish Priorities, Executive Assistant Skills , Expense Tracking, File Maintenance, Funding, Fundraising, Google Apps, Hotel Reservation, Internet Application, Interpersonal Skills, Meeting Minutes, Microsoft Access Database, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Office Management, Oracle, Organizational Skills, Peoplesoft, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Purchasing/Procurement, Records Management, Reimbursement, Reporting Skills, Research Skills, Spreadsheets, Strategic Planning, Systems Administration/Management, Systems Maintenance, Tableau, Team Building, Team Player, Time Management, Word Processing, Writing Skills
LOCATION
Stony Brook, NY
POSTED
Today
Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Three (3) years of directly related experience in providing high level administrative support. Experience with office and project management. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging, and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, Access Database, etc.).

Preferred Qualifications:
Master's Degree (foreign equivalent or higher). Experience supporting a dean or equivalent senior level position. Experience working with faculty and students. Experience working in a Higher Education/Academic environment. Experience managing a budget. Workforce administration experience. Experience with Research Foundation/SUNY policies and procedures. Auditing and/or records management experience. Procurement experience. Experience working with campus computer systems (e.g. PeopleSoft, Digital Measures, Interfolio, Oracle, Wolfmart, AvidXchange, SUNY BI, SBU Reporting, Tableau, Access VIS, DocuSign, AdobeSign, SOLAR, 25Live etc.)

Brief Description of Duties:
The Executive Assistant will support the Dean, and Assistant Deans, oversee and manage the high-level administrative responsibilities of the College of Business. They will manage the Office of the Dean's budget and track all expenditures, organize departmental activities, and external funding activities. Incumbent will directly oversee all student office assistants. The incumbent is expected to demonstrate a high level of professionalism, initiative, and diplomacy, with wide latitude for exercising independent judgment and discretion in support of the Office of the Dean.

The successful incumbent will have:
  • Outstanding written, verbal, and interpersonal communication skills. Experience successfully working independently as well as part of a team with a collaborative approach to problem solving.
  • Strong organizational and time management skills with exceptional attention to
  • detail.
  • Effectively recognize priorities in the event of unexpected and urgent situations.
  • Strong commitment to the concept of customer service and team building are mandatory.
  • Demonstrate good judgment in all aspects of the job and the ability to maintain a high level of confidentiality.
Dean's Office Executive Level Support:
  • Serve as the primary point of contact on any matter directed to the Office of the Dean by the university, community, and other external stakeholders. Coordinate office workflow, communications, processes, and procedures for all work done in direct support of the Dean. Serve as liaison for the Dean with the President, Provost, Deans, Directors, senior administrators, support staff, faculty, students, visitors, and others within and outside of the university.
  • Manage the Dean's, and Assistant Dean's calendars and schedules necessary appointments, meetings, and events as required for the College. This includes scheduling meetings, arranging and reimbursing for travel, and determining priorities as they relate to managing the Dean's Office.
  • Coordinate meeting logistics including planning the agenda, coordinating and reserving any catering, room, or A/V needs, identifying appropriate participants, serving as point of contact for day of events and taking meeting minutes.
  • Manage appropriate filing systems (paper and computer-based) and operational manual for the Office of the Dean.
  • Record, file and/or forward as appropriate all incoming internal and external paperwork, emails, and telephone calls in a prompt and professional manner. Develop responses for Dean's and Assistant Dean's signatures and draft correspondence on behalf of all as requested. Ensure the Dean's Office files are accurate and up to date.
  • Prepare material for Dean's office, faculty and staff meetings, attends, transcribes, and maintains a file of minutes.
  • Manage and monitor all purchasing needs for the Office of the Dean.
  • Manage and maintain the renewal of all memberships, subscriptions and contracts as they pertain to the Office of the Dean.
  • Support all initiatives, programs, and advancement-related activities housed in the Dean's office.
  • Act as a resource for faculty and students in providing information and problem solving.
  • Keep well informed on new or changing information (budget, workforce, and academic matters) and communicate to the CoB as necessary.
  • Attend Provostial and CoB administrator meetings as required.
Project Management:
  • Manages special projects and reports as directed by the Dean, some of which have university-wide impact. Independently research and prioritize incoming issues and determine appropriate course of action, referral, and/or response.
  • Assist the Dean's Office in the collection of data and information in preparation of reports and presentations for the College of Business (e.g., strategic planning, budgeting, fundraising), the Office of Sponsored Programs, or other university administrative units. Support engagement with donors and other stakeholders, assist in launching new fundraising efforts.
  • Prepare, track, and manage confidential information and documentation relevant to the personnel and business operations of the College.
  • Ensure office operations follow policy provisions and standards.
  • Investigate and analyze information pertaining to university-wide, intradepartmental, or interdepartmental operations for special reports, policies and procedures at the direction of the Dean.
  • Participate in various planning committees, work groups, and professional organizations
Workforce:
  • Coordinate and manage professional and faculty recruitment activities, working closely with search committee chairs to create detailed daily candidate visits agendas. Oversee all logistical arrangements, including making travel and hotel reservations, planning and hosting lunches, dinners, and meetings, and processing reimbursements. Serve as the central organizer for all campus-visit activities, ensuring every element is executed with precision and professionalism.
  • Create and maintain a tracking system for vacation and absence schedules of relevant personnel within the CoB.
  • Recruit, appoint, schedule, and supervise Dean's Office student assistants and department work-study students. Monitor student award balances and approve time sheets.
Academic:
  • Act as liaison between the College of Business and colleges and schools across campus.
  • Facilitate student inquiries.


Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In addition to the employee's base salary, this position is eligible for $4000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Evening work will be required at times.

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.

About the Company

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Stony Brook Medicine

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