Job title: Administrative & Events Assistant
Company: Stony Brook Medicine
Job description: Required Qualifications (as evidenced by an attached resume):Associate Degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Experience arranging travel itineraries and scheduling appointments/meetings. Experience planning workshops, conferences, and/or special events. Proficiency in Microsoft Word and/or Google Apps.Preferred Qualifications:Bachelor’s degree (foreign equivalent or higher). Four (4) or more years of full-time administrative experience. Experience working in a higher education or in an academic medical setting. Event management experience to include evidence of conception to completion and post event evaluation. Experience with business ledger accounting and/or budget management. Experience with virtual meeting platforms, i.e. zoom, teams, meet, etc. Procurement experience to include ordering supplies and vendor payments. Experience with processing reimbursements and honorariums. Database management experience which may include experience with Wolfmart, Concur, 25Live, OneNote, etc.Brief Description of Duties:The Administrative Assistant II will provide administrative support as a key member of the Department of Microbiology and Immunology, assisting with a wide range of activities to support faculty, staff and students. The incumbent will provide administrative support to office operations, Department Administrator and Department Chair. The incumbent 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 Coordination Management:
- Coordinate the weekly Visiting Professor Seminar Program as well as faculty candidate visits, yearly departmental symposia, monthly faculty presentations and special events.
- Create event checklists. Prepare and distribute agendas, run-of-shows/itineraries, files, links, and other pertinent information to applicable parties.
- Prepare necessary supplies and printed materials for each event (check-in lists, name tags, tent cards, etc.).Assist with vendors and venues and make recommendations to management. Contact various vendors for contracts and pricing. Setup new vendor profiles as needed. Coordinate schedules and maintain departmental calendars to reflect event schedules and room reservations.
- Serve as liaison between the faculty and outside speakers.
- Arrange lecture halls/meeting rooms and technical equipment.
- Coordinate travel, lodging and catering. Initiate reservations for venues, catering, and other vendors.
- Prepare publications and dissemination of seminar and event announcements on departmental listservs and campus-wide distributions. Prepare speaker honoraria and travel/lodging payments and reimbursements.
- Process all procurement transactions. Obtain purchase orders through Wolfmart for special events. Monitor event operating budget; process and monitor payments to all vendors.
- Attend all in-person events to ensure a smooth execution. Assist as directed. Ensure event spaces are appropriately arranged and ready for each event. Act as a point of contact at all events. Greet and direct guests, venue staff, vendors, and support staff. Manage the reception area. Maintain event data, records and photos. Draft information for campus-wide press releases as necessary.
Office Support:
- Provide support to the Department Administrator with respect to administrative matters. Assist with the smooth operation of the office, which includes opening and closing the office daily. Interact with individuals at various levels within the University as well as the general public whenever necessary. Provide day-to-day problem solving for departmental personnel and students.
- Schedule meetings and appointments as directed.
- Maintain office supply inventory. Process Wolfmart transactions.
- Manage minor office space and equipment issues and maintenance.
- Monitor the departmental shared google mailbox ensuring all inquiries are directed to and responded to by the appropriate parties promptly. Send departmental communications via designated google groups when requested.
- Assist with the licensing requests and approvals for departmental software subscriptions (Biorender, etc).
- Maintain all departmental calendars and ensure that appropriate members are subscribed accordingly.
- Update departmental records (google groups, listservs, master spreadsheet when employees and/or students join or leave the department).
- Accept deliveries and disseminate mail daily. Ensure timely notification to recipient(s).
- Save all files to departmental shared drive and google drive when appropriate.
Administrative Support:
- Provide support to the Department Administrator and Chair with respect to administrative matters.
- Assist with faculty recruitment and retention, to include organizing reference letters and applications, distribution of posting to faculty listservs, faculty candidate visits and the onboarding of new employees.
- Assist with the collection of information or data as directed.
- Attend meetings as assigned, take minutes, and provide summaries.
- Coordinate travel arrangements and conference registrations and prepare necessary reimbursements.
- Set up internal and external committee meetings with University and outside scientists/officials.
- Supervise and train student support staff and volunteers.
Fiscal management support:
- Maintain the budget for the Visiting Professor Seminar Program.
- Maintain spreadsheets for departmental expenditures.
- Prepare and coordinate monthly invoicing for Department fees for service facilities.
- Perform monthly reconciliation and analysis of previous and anticipated spending on these funds.
- Log all expenditures on departmental databases.
- Assist Department Administrator in maintaining department databases to include budgets and personnel.
- Prepare and reconcile scientific travel and reimbursements for faculty via paper requisitions or Concur transactions as appropriate.
- Other duties as assigned.
Special Notes: 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.For this position, we are unable to sponsor candidates for work visas.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 .In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed .Visit our page to learn about the total rewards we offer.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.#LI-JP1
Expected salary:
Location: Stony Brook, NY
Job date: Wed, 08 Oct 2025 23:32:38 GMT
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