Department Staff Assistant

Required Qualifications (as evidenced by an attached resume): 

Bachelor’s degree (foreign equivalent or higher). Two (2) years full time administrative experience in an office setting or higher education/academic setting. Proficiency in Microsoft Office Suite (i.e. Outlook, Microsoft Word, PowerPoint and Excel).

Preferred Qualifications: 

Master’s degree (foreign equivalent or higher). Three (3) or more years of full-time administrative experience in an office setting or a higher education/academic setting.

Brief Description of Duties:

The Staff Assistant reports to the Chair of the Department of Speech-Language Pathology and supports the program along with other responsibilities to the School of Health Professions. For the Department of Speech-Language Pathology this position will assist in all personnel related transactions/paperwork, procurement, assist with processing expenses and reconciling departmental expenses, coordinate use of program facilities, facilitate and attend department events, and assist with administrative day-to-day operations. The responsibilities of this position also include providing administrative support and coordination for student recruitment, orientation, admissions, accreditation, clinical education programs, scheduling, and student record keeping, as well as responding to student and program related inquiries. The incumbent must demonstrate a high level of energy and flexibility to manage shifting priorities and work collaboratively as part of a team while performing routine administrative tasks with limited supervision. The Staff Assistant will collaborate with the Department Chair, Vice Chair, Program Directors, the Office of the Dean, faculty, students as well as other university departments as needed. The incumbent will preserve confidentiality of student information and possess excellent interpersonal, organizational, and communication skills.

Duties:

General Administrative Duties 

• Act as initial and primary contact for the Department and labs

• Receive and respond to all incoming program calls and emails

• Assist with managing the program chairs/directors' and department calendars

• Assist with scheduling meetings 

• Respond to and manage facility queries

• Manage and order supplies, materials, and equipment, for the Department and labs

• Record, prepare, and distribute meeting minutes and maintain current meeting files for the Department

• Facilitate personnel related transactions/paperwork for the Department

• Request UHMC accounts for new faculty and students

• Complete all procurement transactions for the department as approved by the Chair as well as preparing and reconciling routine expense documentation

• Maintain and update databases and records for accreditation, university reporting requirements, and annual reports

• Assist the Department Chair, program directors, and faculty with administrative tasks related to grants, workshops, and seminars

• Assist with planning and coordinating departmental events such as, information sessions, recruitment events, workshops, orientations, and faculty meetings, including room reservations.

• Organize and maintain student and department files according to accreditation and university standards.

• Provide administrative support for the clinical education programs including clinical agreements

Academic Administration 

• Under the direction of the Chair, assist with planning, organizing, and coordinating the orientation process for new students in the Department

• Collect and maintain all records for admissions, registration, Castlebranch, graduation clearances, licensure, and other needed clearances/requirements and certifications for the Department

• Assist prospective students with administrative aspects

• Learn and utilize admissions software systems to organize and support the application review process for the department. 

• Assist with scheduling applicant interviews, collecting interview materials, and preparing data summaries for the department’s review and decision on student admissions and support the planning and coordination of information sessions for prospective applicants

   

• Work with administration of the Department and the School to input correct information 

• into the master schedule, class scheduling and for room requests

• Assist the Department Chair and Program Directors with reviewing and updating of all marketing materials for the websites and catalog as well as student handbooks, newsletters and social media for the Department

Day to Day operations of the unit

• Provide administrative support services for faculty and all adjunct faculty to Brightspace, coordinate account access for university platforms, and maintain and keep secure highly confidential records (i.e., exams, student records, grading spreadsheet, etc.)

• Assist faculty with in-person proctoring of exams as needed

• Provide necessary facility access

• Assist with the planning and implementation of Department, School, and University events as needed

• Disseminate information to students regarding the excused absence policy and under the direction of the faculty member coordinate with the student to schedule makeup exams as needed

• Provide day-to-day problem solving of situations within this job scope that arise for students and faculty 

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 addition to the employee's base salary, this position is eligible for $4150 UUP annual location pay, paid biweekly.

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 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.

Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting oea_ada@stonybrook.edu. We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.

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