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HERC: Metro New York & Southern Connecticut Government %26 Community Relations Coordinator in Stony Brook, New York

Employer Name: Stony Brook University

Government & Community Relations Coordinator Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time directly related administrative assistant experience in a professional office setting. Experience with Microsoft Office Suite (Word, PowerPoint, Excel) and/or Google applications. Preferred Qualifications: Additional years (3+) of full-time directly related administrative assistant experience in a professional office setting. Experience as an executive assistant. Experience working in an academic and/or non-profit setting. Experience creating purchase orders and tracking expenses. Brief Description of Duties: This position provides administrative assistance to three (3) members of the Government and Community Relations team. The successful candidate will interface with governmental officials, SBU staff members, executives, community leaders and local residents. We are seeking a self-motivated, detail-oriented, proactive person who has the ability to handle multiple priorities in a rapidly changing environment and is a team player. The selected candidate will have experience managing multiple priorities and tasks, coordinating complex schedules, calendars and travel arrangements and working in a fast paced environment. They will have previous experience interacting with all levels of the organization and utilization of sound judgment and discretion. This position also requires excellent communication skills. Perform administrative duties for three professional staff that includes but is not limited to: scheduling and confirming meetings that include on and off-site executive-level meetings in Washington DC, Albany, Long Island and elsewhere, managing electronic calendars, travel schedules, arranging and confirming travel logistics and employee travel reimbursements. Responding to first-level inquiries that may include receiving and screening telephone calls and/or emails and must exercise the highest level of confidentiality along with sound judgment to direct and/or draft appropriate responses. Typing and editing correspondence as necessary. Initiate necessary follow-up on action items and ensure follow-up meetings/activities are scheduled and executed. Inputting monthly newsletter stories in department newsletter. Primary administrative support for university events, including program and operational planning and execution, coordinating the distribution of invitations/mailings and maintaining RSVP lists, reserving parking for elected officials, coordinating on and off-site logistics for events and activities, managing photography vendor bookings. As directed, posting events or service opportunities to campus volunteer websites and communications channels. Utilizing an automated database to create electronic vendor purchase orders, requisitions and process vendor payments. Monitor, track and reconcile monthly account activity using electronic spreadsheets in an all funds environment. Obtain bids and process ordering of branded materials. Work closely with Procurement to resolve and /or correct vendor discrepancies. May hold procurement card and work closely with division financial coordinator. General office management: Maintain record keeping, filing system, general office appearance, security, property control, maintenance and inventory of office supplies and equipment. Manage department database(s) and listserv(s) and ensure timely updates when necessary. Resolve day-to-day operational problems. Other duties or projects as assigned as appropriate to rank and departmental mission. Special Notes: This is a part time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. In accordance with the New York State Department of Health (DOH) regulation 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. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulation allows for limited 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 . 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. Job Number: 2201742 Official Job Title: Staff Assistant Job Field: Administrative & Professional (non-Clinical) Primary Location: US-NY-Stony Brook Department/Hiring Area: Government & Community Relations Schedule : Part-time Shift : Day Shift Shift Hours : Monday-Friday, 9:30 a.m. - 3:30 p.m. Posting Start Date: May 10, 2022 Posting End Date: Jun 10, 2022, 3:59:00 AM Salary:$40,000-$44,000 @ .8 FTE Appointment Type: Term Salary Grade:SL2