Required Qualifications (as evidenced by an attached resume): Bachelor's Degree (foreign equivalent or higher). Two  years of related full-time administrative experience (Related student work experience may be considered). Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Drive and Gmail). Outstanding written, verbal, and interpersonal communication skills. Experience interacting with a culturally and ethnically diverse population.
Preferred Qualifications : Master's Degree (foreign equivalent or higher). Administrative experience in a student services type setting within a higher-education/academic environment (i.e. advising, admissions, financial aid, registrar, counseling). Experience working with one or more of the following systems: PeopleSoft, Degree Works, Navigate, SOLAR, Slate program for graduate admissions, SBU Reporting, AccessVis, and/or Docusign. Experience with Research Foundation/SUNY policies and procedures. Experience working with visa/immigration paperwork. Academic advising experience.
Brief Description of Duties : Working closely with the Assistant to the Chair and Graduate and Undergraduate Program Directors, the Academic Programs Coordinator is responsible for coordinating all aspects of the Sociology graduate and undergraduate program's academic administrative matters. The successful candidate will have excellent interpersonal skills, exercising strong organizational skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently, and work as part of a team with a collaborative approach to problem solving. The successful candidate should be comfortable interacting with individuals at various levels within an institution, as well as with the general public, whenever necessary.
Serve as the primary point of administrative contact for incoming and continuing graduate/undergraduate students as well as faculty, staff and administrative units; refer or resolve issues in a timely manner.
Provide administrative support to the Undergraduate and Graduate Program Directors as needed. Process all required transactions with the Graduate School, Visa and Immigration Services, Human Resources, Registrar and the College of Arts and Sciences in adherence with all deadlines.
Coordinate with Academic and Transfer Advising Services and the Registrar's Office as required.
Proactively stay abreast of the policies and procedures of these areas.
Work with the Graduate Program Director to assign Graduate Students to their TA assignments each semester and counsel the students on their responsibilities as Teaching Assistants.
Prepare documents for the Graduate Admissions Committee utilizing SLATE and PeopleSoft, ensure applications are complete, process fellowship and award nominations, issue letters of offer and acceptance
Organize Orientation programs.
Coordinate with the Graduate School to ensure admitted graduate students' files are complete and they are properly matriculated in the program.
Coordinate the registration process and advise graduate and undergraduate students on program requirements.
Track degree progress, process special requests and provide graduate students and undergraduate majors and minors with a summary report including outstanding requirements as requested.
Prioritize requests, assess the implications and generate solutions. Work independently to resolve student issues in scheduling, registration, advising, financial aid and grading.
Academic Records :
Maintain accurate and current files on all Sociology graduate students, undergraduate majors, and Health, Medicine, and Society (MHS) minors.
Process TA/RA appointments and maintain data on TA/GA lines. Gather relevant material for documents as needed including Annual Progress Reports, TA evaluations, Proposal/Dissertation defense documentation and candidacy forms. Oversee the generation of accurate tuition rosters. Prepare information for the Graduate Bulletin.
Review academic records of graduation applicants and process graduation clearances
Design and maintain departmental forms and informational documents. Develop and maintain advertising material for the programs.
Represent the programs during campus-sponsored recruitment events. Assist in planning and execution of Graduation events.
Collaborate with Graduate Director and Director of Undergraduate Studies and Department Chair to create and update department processes and policies.
Utilizing programs such as Word, Excel, PeopleSoft, SBU Reporting and SLATE, gather and manipulate data to generate user- friendly reports related to undergraduate/graduate matters including schedules, enrollments, syllabi, evaluations, admissions applications and transcripts.
Prepare documents and reports for the Graduate Director and Committee as requested.
Prepare documents and reports for the Undergraduate Director and Committee as requested including data on majors and minors, course enrollment, unmet demand, etc.
Document and share current information of complex and detailed Department, Program and University policies and procedures.
Research programs of interest to students (e.g. study abroad, field school and internship opportunities) and ensure the dissemination of this information. Assemble information on relevant events and utilize social media to promote them.
Maintain contact with department alumni.
Other duties as assigned as appropriate to rank and department mission such as providing back up administrative support to the Department of Sociology programs in absence of the Assistant to the Chair, e.g. oversee payroll, personnel transactions, purchasing, facilities management, course scheduling.
Special Notes: This is a full time appointment. FLSA Nonexempt 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: 2105028
Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Sociology
Schedule : Full-time Shift : Day Shift Shift Hours : 8:30 am - 5:00 pm
Posting Start Date: Jan 6, 2022
Posting End Date: Jan 28, 2022, 4:59:00 AM
Salary:$55,000 - $60,000 Commensurate with experience, plus $3,026 location pay
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.