Administrative Assistant To The Director

Required Qualifications: (As evidenced by an attached resume)

Bachelor's Degree (foreign equivalent or higher) in hand by June 2023. Administrative experience including managing calendars and/or travel coordination for a manager, department head or similar level. Experience in word processing, spreadsheets, and presentations (i.e. Microsoft Word, Excel, PowerPoint, etc.), Internet applications and messaging (i.e. Google Apps, Zoom, updating website, etc.)

Preferred Qualifications

Master’s Degree (foreign equivalent or higher). Two years administrative experience. Experience in a higher education/academic environment. Event planning experience. Some accounts payable and purchasing experience. Working knowledge of sponsored research awards (i.e. expenditures, reporting requirements and/or publications compliance). Familiarity with Stony Brook University's policies and procedures and campus computing systems.

Brief Description Of Duties

The Louis and Beatrice Laufer Center is a hub for research in Physical and Quantitative Biology at Stony Brook University, aiming to advance biology and medicine through discoveries in physics, mathematics and computational science. The Administrative Assistant to the Director will provide administrative support to the Director as well as support for the Center’s operations.

The Incumbent Will Have

• Experience effectively multi-tasking in a fast-paced, deadline driven environment with a high degree of accuracy and organization.
• Experience working with, and maintaining, confidential information with a high degree of professionalism, integrity, discretion, and tact.
• Experience successfully working independently as well as part of a team with a collaborative approach to problem solving.
• Strong organizational and time management skills with exceptional attention to detail.
• Outstanding written, verbal, and interpersonal communication skills.

Duties

• Other duties or projects as assigned as appropriate to rank and department mission (i.e. prepare visa applications/petitions). Assist with other Laufer Center events as needed.
• Event and Travel Coordination: Coordinate seminars, guest speaker visits, and new faculty recruitments or joint/affiliate appointments at the Center, including accommodations, meals, reimbursements and itinerary. Create the corresponding seminar flyers, announce seminars, update seminar web page, and coordinate seminar refreshments. Coordinate visits for other invited guests/collaborators of the Director for daily or extended stays.
• Other duties as assigned.
• Assistant to the Director : Manage the Director's highly active calendar and set meetings, arrange all aspects of travel to meetings and conferences, print documents and prepare travel and meeting folders, process travel reimbursements, monthly credit card reconciliation, assist with correspondence. Coordinate materials for meetings, including researching, drafting and organizing routine agenda items. Assist with the director’s research awards: process expenditures ensuring compliance of usage of funds, assist with annual progress and closing reports, ensure publications compliance with sponsor guideline including submissions to NIH’s NCBI database. Will recruit postdocs and students and prepare paperwork or use DocuSign forms from initial appointment, annual extensions to termination. Maintain the director’s lab website, as well as the Center website in coordination with the Center’s computer/technology staff.
• Procurement: Process invoice payments and purchase requisitions for supplies, services, publications, etc. for the director’s lab using the Wolfmart procurement system, Concur and Avid systems, or by paper requisition charging appropriate funds. Adhere to Procurement policies and procedures. Communicate with suppliers for price quotes or payment inquiries as needed.

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.

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.

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