Administrative Coordinator

Required Qualifications

• Bachelor’s degree (foreign equivalent or higher).
• Two (2) years of full-time administrative support experience.
• Experience with Microsoft Office Suite (Excel, Word, PowerPoint, Visio, etc.) and/or Google Workspace.
• Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations.

Preferred Qualifications

• Experience with PeopleSoft, Navigate and/or Wolfmart.
• Experience working with a diverse student population.
• Experience in customer service, event or program planning, and/or administrative support.
• Experience handling HIPAA-protected information or working in a healthcare/clinical environment.
• Experience preparing reports and presentations.

Brief Description Of Duties

Provide comprehensive operational and administrative support for Student Health Services (SHS) and if needed, CAPS. Ensure smooth daily operations by managing schedules, coordinating events planning and logistics, business operations, maintaining records, and assisting with special projects as needed. Provide responsive communication, foster respectful partnerships, engage students, and maintain collaborative, professional relationships to ensure excellent customer service. Play a crucial role as a team member within Student Health, Wellness & Prevention Services, actively participating in team meetings, sharing insights, and engaging in collaborative decision-making processes. Foster a cooperative and supportive atmosphere, ensure seamless teamwork, and collectively work towards the common goals and objectives of Student Health, Wellness & Prevention Services.

Communications

• Answer and assist with CISCO Webex phone calls, following departmental guidelines.
• Respond to first-level inquiries, screen phone calls and/or emails, exercise the highest level of confidentiality, and direct appropriate responses.
• Show utmost discretion with working with confidential and sensitive information, including HIPAA and FERPA protected information.

Finance and Procurement Support

• Provide administrative, purchasing, and procurement support to ensure efficient departmental operations.
• Track departmental expenses and maintain accurate procurement documentation.
• Aid in managing cyclical contracts, including initiation, vendor coordination, securing approvals, monitoring deliverables, and overseeing payment processing.
• Support and train employees in the use of the Concur system for travel reimbursements.

Student Staff Supervision

• Assist in selecting, training, and managing student staff.
• Supervise student staff working to ensure professionalism and top-notch customer service when they represent the department either at the front desk or at any outreach event.
• Organize student staff efforts to monitor and organize inventory, giveaways etc.

Professional Development and Committee Involvement

• Participate in opportunities that promote learning, growth, and development (classes, training, committees, webinars, etc.).
• Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department.

Hours Outside the Work Schedule

Hours outside the work schedule may be required at times.

Special Notes

This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA. Salary: $60,000 + $4,000 Location Pay = $64,000 Total Compensation In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly. Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency. Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date. 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 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. Official Job Title Staff Assistant Job Field Administrative & Professional (non-Clinical) Primary Location US-NY-Stony Brook Schedule Full-time Posting Start Date Jun 26, 2026 Posting End Date Jul 18, 2026, 3:59:00 AM Appointment Type Term Salary Grade SL2