Dean's Office Staff Assistant

Stony Brook University is a full-time, FLSA Non-Exempt position eligible for overtime provisions. This role is not eligible for work visa sponsorship and includes an additional $4,000 UUP annual location pay, paid biweekly. Evening and weekend work may be required at times.

About the Role

The Dean's Office Staff Assistant provides essential front office and administrative support to the Dean’s Office. This role ensures smooth daily operations by serving as the first point of contact for faculty, staff, students, and visitors, while also assisting with scheduling, event coordination, and providing support for office operations. The position plays a critical role in supporting the Dean, Associate Deans, Senior Staff, and CEAS Advancement team by managing calendars, coordinating meetings, and facilitating communications.

A highly qualified candidate will possess excellent communication skills, both verbal and written, and prior experience working independently and collaboratively as part of a team. They should demonstrate problem-solving, organizational, and time management skills, along with an exceptional eye for detail. The ability to handle confidential, complex, and sensitive information with sound judgment is essential. Candidates are expected to contribute to a respectful, collaborative, and service-oriented office culture.

Responsibilities

Front Desk & Reception Support

• Greet and assist faculty, staff, students, and visitors in a professional and courteous manner.
• Serve as a triage desk, fielding or forwarding questions and inquiries to the appropriate offices or departments.
• Answer and manage the main phone line, directing inquiries appropriately.
• Monitor and maintain the reception area to ensure it remains well-maintained, welcoming, and professional.
• Monitor and assist with the maintenance of inventory for office and kitchen supplies, ensuring adequate stock and coordinating replenishment when needed.

Administrative & Operational Support

• Coordinate scheduling and reservations for conference rooms and meeting spaces.
• Prepare meeting spaces, including Zoom logins, technology setup, and post-meeting clean-up.
• Maintain accurate records of meetings, schedules, and office activities.
• Arrange catering orders for meetings and events, ensuring timely delivery and appropriate setup and teardown.
• Assist with drafting, proofreading, and distributing routine correspondence, announcements, and meeting notes.
• Assist in the management of incoming and outgoing mail, including receipt and distribution of packages (UPS, FedEx, etc.).
• Support filing, scanning, and organizing digital and physical documents.
• Provide backup administrative support.

Scheduling & Calendar Management Support

• Maintain and update the Dean’s calendar in consultation with the Executive Assistant to the Dean, ensuring accurate scheduling of meetings, appointments, and events.
• Support calendar management for the Associate Deans, coordinating logistics and availability.
• Coordinate Dean’s office meeting logistics, including room reservations, technology setup, and distribution of agendas or materials.
• Serve as a liaison between the Dean’s Office and faculty, staff, and external stakeholders to confirm availability and manage scheduling conflicts.
• Assist with interview candidate(s) and visitor (e.g., Dean’s Council, Executive Advisory Board, Student Council, etc.) scheduling and coordination, including travel, lodging accommodations, itineraries, reservations, and parking coordination.

Event Support

• Assist with planning and execution of College events (lectures, workshops, receptions).
• Track RSVPs, manage guest lists, and coordinate logistics with facilities and IT.
• Ensure smooth day-of-event operations, including signage, materials, and hospitality.
• Communicate and liaise with other University offices as appropriate (Campus Catering, Conferences & Special Events, etc.).

• Perform other duties and projects as assigned, appropriate to rank and mission.

Requirements

Required Qualifications

• Bachelor's degree (foreign equivalent or higher).
• Two (2) years of progressively responsible administrative support or related experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Preferred Qualifications

• Experience supporting executive leadership, senior administrators, or a Dean's Office.
• Experience with calendar management, meeting coordination, and event planning.
• Experience working in a higher education environment.
• Experience using administrative systems and virtual meeting platforms.

Pay

$55,000 - $60,000 per year.

Schedule

Full-time, term appointment.