Required Qualifications (as evidenced by an attached resume): Bachelor's Degree (foreign equivalent or higher) and two (2) years of full-time administrative experience. In lieu of a Bachelor's Degree, an Associate's Degree (foreign equivalent or higher) and four (4) years of full-time administrative experience will be considered. Proficiency with Microsoft Office Suite.
Preferred Qualifications: Experience working at a university or college. Administrative experience working directly with undergraduate, graduate or professional students. Experience with computer software, applications, and/or information systems relevant to the university or healthcare environment (e.g., Blackboard, WebAdmit, New Innovations, EHR).
Brief Description of Duties: The staff assistant will report to the Associate Dean for Education and provide administrative support to the operations of the Office of Education.
Admissions: Assist with predoctoral admissions recruitment efforts. Analyze application materials for screening qualification and coordinate interview activities: Prepare necessary admissions evaluation reports for Admissions Committee review, prepare interview day applicant packets, notify and schedule applicants for interview, secure interviewers and location, notify and schedule student representatives for applicant interview luncheon, organize luncheon meals for applicant's and student representatives, meet and greet applicants for interview. Prepare invoices, PO, and receipts for catering orders for procurement. Maintain correspondence and guide applicants through the application process; Respond to all inquiries within a timely manner, refer applicants to appropriate informational resources and send email invitations, interview letters, state residency forms, thank you letters, acceptance letters, congratulation letters, wait-pool correspondence, rejection notifications, etc. Verify that all requested and required applicant information is collected, entered, processed and maintained in electronic databases. Prepare admissions statistical reports and data for committee review. Schedule Admissions Committee meetings; record and distribute meeting minutes.
Student Affairs: Assist with the coordination of special events, including but not limited to, Graduation, White Coat Ceremony, DDS and Advanced Education Orientation, Welcome Barbeque, Senior Celebration, Match Celebration, Awards Ceremony, Scholars for Dental Medicine, and Outreach Match. Gather, organize, and distribute event information. Assist with the preparation of programs, scripts, tickets, name badges, handouts and other event materials. Assist with catering orders, printing certificates, scheduling and room reservations, distributing and collecting regalia and other logistics. Participate and provide support during events. Assist with the coordination of student club activities and fundraising events. Schedule meetings, info sessions, and lunch & learns, including ordering refreshments and ensuring appropriate materials, classrooms and equipment are available. Prepare invoices, PO, and receipts for catering orders for procurement. Answer questions and provide assistance to students regarding student life (housing, transportation, lockers, mailboxes) to support a positive learning environment. Assist with organization of student workers.
Administration: Serve as a liaison between applicants, students, faculty and staff, and the Associate Dean for Education. Answer telephones, respond to messages and refer faculty, students and staff to appropriate individuals and departments on behalf of the Associate Dean of Education. Schedule meetings for the Office of Education staff or students with the Associate Dean for Education. Generate and distribute meeting minutes. Disseminate updated information through email, written correspondence, and the Office of Education website. Gather and analyze data and generate reports and surveys for annual Office of Education outcomes assessments. Assist with updating Office of Education recruitment materials, student handbook, informational guidebooks, etc. Ensure that all requested and required documentation is collected from students and appropriately processed and/or analyzed and stored. Monitor student credentialing, generate expiration date reports and generate correspondence as needed. Monitor and replenish office supplies and equipment. Supervise student workers and checkout and return of equipment. Arrange for maintenance as needed. Meet regularly with the Associate Dean for Education to review progress in all areas.
Academic Affairs: Assist with the operations of Academic Affairs. Gather data to evaluate student progress. Prepare, print, and/or distribute correspondence and form letters, including transcripts, letters of good standing, externship forms, enrollment verifications, and continuing education credit. Verify the validity of documents and obtain Associate Dean's signature as needed. Assist in making classroom reservations and class schedule changes. Assist in monitoring student attendance. Proctor exams at HSC for biomedical courses; proctor exams at SDM occasionally as needed.
Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes: This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.
In accordance with the New York State Department of Health (DOH) order that all hospitals and nursing homes "continuously require all personnel to be fully vaccinated against COVID-19," Candidates who are not already vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the vaccine protocol. The order also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The order allows for limited medical exemptions with reasonable accommodations, consistent with applicable law.
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 .
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Job Number: 2103716
Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Office of Admissions and Student Affairs
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.