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HERC: Metro New York & Southern Connecticut Staff Assistant in Stony Brook, New York

Employer Name: Stony Brook University

Staff Assistant Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Two (2) years of professional experience managing social media platforms. Two (2) years of professional experience with basic marketing/advertising functions such as creating flyers and announcements and targeting the appropriate audiences. Advanced working knowledge with Microsoft Office Suite, Google Drive and applications. Preferred Qualifications: Experience managing domestic and international travel services and travel reimbursements, and experience with automated travel and expense management systems. Experience drafting communications, memos, or reports. Calendar management experience to include experience scheduling appointments, interviews, and/or coordinating meetings. Experience with event planning. Brief Description of Duties: The School of Nursing Staff Assistant will support the Associate Dean of Academic Affairs and the Associate Dean of Research and Innovation, and will provide marketing and social media support to the school. The successful incumbent will have excellent oral and written communication skills and will: Support the Mission, Vision, and Values of the University and the School of Nursing. Maintain a courteous and helpful approach when dealing with faculty, staff, and students. Demonstrate professionalism in all interactions with students, faculty, staff, and visitors. Adhere to Stony Brook University and School of Nursing's Mission, Vision, and Values. Demonstrate a high degree of understanding of others even during stressful situations. Utilizes problem solving with empathy during conflict resolution. Accept constructive criticism in a positive manner working towards solutions rather than focusing on problems. Demonstrate accuracy and efficiency in performing other duties or projects appropriate to rank and departmental mission. Duties: Administrative Support to the Associate Dean for Academic Affairs: Demonstrate an awareness of the Associate Dean's scope of responsibilities. Maintain calendar and schedule appointments without prior approval based on knowledge of responsibilities and issues of importance. Use judgment and independence to make changes to schedules. Assemble information and develop documents for various reports (SED, CCNE, National Certification, etc.), meetings, and conferences. Make travel arrangements and process travel reimbursement. Draft/prepare letters, memos, reports, agendas, minutes, as directed. Establish and maintain paper and electronic files and records. Track and monitor pending issues for follow-up independently. Identify, appropriately delegate, and resolve problems that would not require Associate Dean's involvement. Assist in the planning of bi-annual faculty retreats. Support strategic partnership planning and implementation. Assist with coordination and preparation of special projects (CCNE Self-Study, grants, etc.) as delegated. Escalate any administrative or programmatic issues of high concern. Facilitate and supports joint initiatives between the School of Nursing and other offices/departments within the University and Medical Center (grants, CORHIS, etc.) as requested. Assist with personnel-related transactions as necessary. Demonstrates discretion and confidentiality with all materials and information. Administrative Support to the Associate Dean of Research and Innovation: Demonstrate an awareness of the Associate Dean's scope of responsibilities. Maintain a calendar and schedule appointments based on the knowledge of responsibilities and issues of importance. Use judgment and independence to make changes to schedules. Locate and assemble information/documents for various reports, meetings, and conferences. Make travel arrangements and process travel reimbursement. Draft/prepare letters, memos, reports, agendas on behalf of the Associate Dean for Research and Innovation. Attend meetings and record minutes as requested. Secure and maintain files in the Dean's Suite. Track and monitor pending issues for follow-up. Identify, delegate, and problem solve appropriately. Assist with planning and coordination of the Research Seminar Series, Faculty Development Series, and other scholarly forums as needed. Assist with planning and coordination of the SON Annual Research Day. Prioritize and notify Associate Dean of high priority concerns. Facilitate and support collaboration between the School of Nursing and Community Partnerships. Respond to internal and external requests in an independent and timely manner. Communicate clearly and effectively, both orally and in writing, utilizing excellent grammar, spelling, and composition skills. Answer telephone calls, receives visitors, screens mail and independently responds to inquiries on behalf of the Associate Dean for Research and Innovation. Serve as the primary point of contact for the Associate Dean for Research and Innovation with faculty, staff, and students in the School, as well as individuals and professional organizations outside the School to facilitate the efficient and professional flow of information on a range of issues. Refer relevant notices and communication to Chairs, Faculty, and Staff as appropriate. SON Marketing and Social Media Support: Manage all social media platforms for the SON. Coordinate regularly with other staff assistants and program assistants to collect material to post to ensure all departments are represented on social media. Along with IT support, update the website and electronic bulletin board within the SON. Create marketing and advertising material for all SON events, including NCPD conferences, research seminars, and academic events and advertise to the appropriate audiences. Academic Program Support: Support and assist with matters concerning the operation of the Academic Programs. Demonstrate considerable knowledge of the academic programs and national and state academic standards and credentialing. Assist with the reappointment of all faculty as directed. Act as a liaison to the Chairs, staff, and faculty of all academic departments and provide support as necessary or delegated. Act as a liaison between the School of Nursing and other Offices within the HSC and University and provides support as necessary or delegated. Assist with and supports the development, implementation, and evaluation of student and faculty programming, including recruitment, admission, course/faculty scheduling, retention, progression, academic sanctions, student grievances, and graduation. Assist with the development, collection, compiling and reporting of benchmarking data to measure the quality of the Academic Programs against best practices. Provide support to the Office of Student Affairs during busy application or placement periods. APT (Appointment, Promotion, and Tenure) Staff Assistant: Create the monthly agenda for APT and coordinate and set up the APT committee meetings. Manage the preparation of reports, letters, and important documentation needed for APT review and complete tasks following recommendations from the committee. Attend and take minutes at the APT meetings. Dean's Suite Support: Assist all administrators in the Dean's suite and support/cross train with fellow administrative assistants as needed. Answer telephones, receive visitors, and provide general support to the operation of the Dean's Suite. Other duties 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. 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: 2202613 Official Job Title : Staff Assistant Job Field : Administrative & Professional (non-Clinical) Primary Location : US-NY-Stony Brook Department/Hiring Area : School of Nursing Schedule : Full-time Shift : Day Shift Shift Hours : 8:30 a.m. - 4:30 p.m. Posting Start Date : Aug 4, 2022 Posting End Date : Aug 19, 2022, 3:59:00 AM Salary : $53,000 - $57,000 plus $3,026 location pay Appointment Type : Probationary Salary Grade : SL2

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