Administrative Staff Assistant

Required Qualifications

(as evidenced by an attached resume)

• Bachelor's Degree (foreign equivalent or higher)
• One (1) year of full time administrative experience including travel or events coordination and/or calendar management
• Experience with Microsoft Office Suite (Excel and Word) and/or Google Workspace
• Experience with accounts payable and/or purchasing

Preferred Qualifications

• Two (2) or more full time years of professional administrative experience
• Professional experience in a university, research, or sponsored-program environment
• Experience with Stony Brook University or Research Foundation for SUNY policies, procedures, and/or systems - Wolfmart, Concur, Avid
• One (1) year of full time experience with event planning

Brief Description Of Duties

Support the day-to-day administrative operations of the Laufer Center, working closely with the lead administrative staff.

• Maintain and update Center records, including room reservations, shared calendars, and operational documentation, and assist with website updates.
• Draft and distribute email announcements for Center events, seminars, and reminder notices and deadlines.
• Process invoice payments and purchase requisitions for supplies and services, etc., using the Wolfmart procurement system, Concur and Avid systems, or by paper requisition charging the appropriate funds.
• Adhere to Procurement and funding policies and procedures.
• Communicate with suppliers for price quotes or respond to payment inquiries as needed.
• Process travel expense reimbursements.
• Reconcile the Center’s monthly credit card transactions.
• Plan and execute recurring Center events including monthly seminars, faculty lunches, and faculty meetings, coordinating logistics from scheduling to set up and catering; and assist with other events as needed.
• Coordinate visits for the Center's invited seminar speakers and other guests (i.e. faculty recruitment candidates and research collaborators) -- including assisting with and making travel arrangements, hotel accommodations, creating visitor itineraries, and communication with host faculty.
• Contribute to the preparation of annual reports, promotional materials, and communications that highlight the Center's research accomplishments and activities under the direction of the senior staff associate.

Special Notes

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding.

FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

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

Resume/CV and cover letter should be included with the online application.

SUNY Research Foundation: A Great Place to Work.

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.