Stony Brook University
Executive Assistant to the Dean
Stony Brook University, Stony Brook, New York, United States, 11790
Overview
Job Description - Executive Assistant to the Dean (2501616) Job Title:
Executive Assistant to the Dean Required Qualifications
Bachelor’s degree (foreign equivalent or higher). Three (3) years full-time progressively responsible administrative experience in higher education and/or in a healthcare environment. Two (2) years of full-time experience with event planning and project management. Demonstrable proficiency with Microsoft Office and Google Applications. Experience drafting formal correspondences. Preferred Qualifications
Master’s degree (foreign equivalent or higher). One (1) year of full-time experience assisting and supporting an executive level individual. One (1) year of full-time experience supporting faculty or staff in an academic environment. Public Speaking and/or presentation experience. Proficiency with social media to include platforms such as, but not limited to: Facebook, LinkedIn, and Instagram. Responsibilities
Lead and provide high level oversight and management to carry out the day-to-day administrative activities required to accomplish the work of the Dean. Demonstrate leadership skills (planning, organizing, directing, implementing, evaluating) and be a role model for staff. Handle all matters with strict confidence and discretion for the Dean and the School of Nursing. Interact skillfully with a broad range of academic and senior staff and external partners. Draft professional, executive-level correspondence and related communications. Serve as the primary point of contact for the Dean with faculty, staff, students, and external organizations to facilitate information flow. Draft and prepare correspondence, presentations, and other executive communications for School of Nursing activities. Provide administrative support for ELT (Executive Leadership Team) and the APT (Appointment, Promotion, and Tenure) committee. Provide administrative support for SON faculty and staff as directed. Assist the marketing team in drafting and providing communication and announcements from the Office of the Dean. Represent the Dean’s policies to internal and external constituencies. Determine the Dean’s priorities related to calendar management, scheduling, and events. Collaborate with School of Nursing departments to create spreadsheets and maintain dashboards for the Dean’s review. Organize and submit all documentation for the Dean’s travel following SUNY guidelines. Lead, plan, and organize all events from the Dean’s office and support events from ELT and Administrative Council. Lead and/or support project teams in development, implementation, and evaluation of significant school projects. Evaluate effectiveness and success of projects for future enhancements; coordinate funds for projects under the Office of Administration and Finance. Ensure project documents are complete, current, and securely stored. Coordinate state reports, surveys, and activities related to the school’s re-accreditation process. Monitor budgets and expenditures for programs in the Dean’s suite and related scholarship/grant accounts. Work with Dean’s team on budgets and expenditures as needed. Support School of Nursing Advancement and Alumni Relations events and activities. Provide administrative support for Alumni Association meetings and donor communications. Draft alumni newsletter in collaboration with SON marketing team; utilize social media to assist in philanthropic opportunities and alumni events. Participate in facilities management including space planning, renovations, and ensuring proper utilization of space/resources. Coordinate with hospital personnel and School staff during emergencies; ensure adherence to access policies with University Police. Collaborate on International Programs within the School of Nursing and support record-keeping for participating students; work with relevant offices to develop integration strategies for international faculty and students. Assist all administrators in the Dean’s suite and provide cross-training as needed; answer phones and receive visitors; collaborate on projects with other staff assistants. Perform other duties or projects as assigned appropriate to rank and departmental mission. Special Notes
This is a full-time appointment. FLSA Exempt position, not eligible for overtime. Minimum salary threshold must be met to maintain FLSA exemption. Essential Position: This is an essential position and may require reporting to work during emergencies. We are unable to sponsor candidates for work visas. Salary includes $3,400 UUP annual location pay, paid biweekly. Evening and weekend work may be required. Resume/CV and cover letter should be included with the online application. EOE/Disclaimer:
Stony Brook University is committed to excellence in diversity and an inclusive environment. All qualified applicants will receive consideration 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 other protected classes. If you need disability-related accommodation, please call the Office of Equity and Access at (631) 632-6280 or visit the OEA. Title II Crime Awareness and Security Act notice: a copy of our crime statistics can be viewed here. Visit our WHY WORK HERE page to learn about the total rewards we offer. #LI-JP1 Job Number:
2501616 Official Job Title:
Senior Staff Assistant Job Field:
Administrative & Professional (non-Clinical) Primary Location:
Department/Hiring Area: School of Nursing
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Job Description - Executive Assistant to the Dean (2501616) Job Title:
Executive Assistant to the Dean Required Qualifications
Bachelor’s degree (foreign equivalent or higher). Three (3) years full-time progressively responsible administrative experience in higher education and/or in a healthcare environment. Two (2) years of full-time experience with event planning and project management. Demonstrable proficiency with Microsoft Office and Google Applications. Experience drafting formal correspondences. Preferred Qualifications
Master’s degree (foreign equivalent or higher). One (1) year of full-time experience assisting and supporting an executive level individual. One (1) year of full-time experience supporting faculty or staff in an academic environment. Public Speaking and/or presentation experience. Proficiency with social media to include platforms such as, but not limited to: Facebook, LinkedIn, and Instagram. Responsibilities
Lead and provide high level oversight and management to carry out the day-to-day administrative activities required to accomplish the work of the Dean. Demonstrate leadership skills (planning, organizing, directing, implementing, evaluating) and be a role model for staff. Handle all matters with strict confidence and discretion for the Dean and the School of Nursing. Interact skillfully with a broad range of academic and senior staff and external partners. Draft professional, executive-level correspondence and related communications. Serve as the primary point of contact for the Dean with faculty, staff, students, and external organizations to facilitate information flow. Draft and prepare correspondence, presentations, and other executive communications for School of Nursing activities. Provide administrative support for ELT (Executive Leadership Team) and the APT (Appointment, Promotion, and Tenure) committee. Provide administrative support for SON faculty and staff as directed. Assist the marketing team in drafting and providing communication and announcements from the Office of the Dean. Represent the Dean’s policies to internal and external constituencies. Determine the Dean’s priorities related to calendar management, scheduling, and events. Collaborate with School of Nursing departments to create spreadsheets and maintain dashboards for the Dean’s review. Organize and submit all documentation for the Dean’s travel following SUNY guidelines. Lead, plan, and organize all events from the Dean’s office and support events from ELT and Administrative Council. Lead and/or support project teams in development, implementation, and evaluation of significant school projects. Evaluate effectiveness and success of projects for future enhancements; coordinate funds for projects under the Office of Administration and Finance. Ensure project documents are complete, current, and securely stored. Coordinate state reports, surveys, and activities related to the school’s re-accreditation process. Monitor budgets and expenditures for programs in the Dean’s suite and related scholarship/grant accounts. Work with Dean’s team on budgets and expenditures as needed. Support School of Nursing Advancement and Alumni Relations events and activities. Provide administrative support for Alumni Association meetings and donor communications. Draft alumni newsletter in collaboration with SON marketing team; utilize social media to assist in philanthropic opportunities and alumni events. Participate in facilities management including space planning, renovations, and ensuring proper utilization of space/resources. Coordinate with hospital personnel and School staff during emergencies; ensure adherence to access policies with University Police. Collaborate on International Programs within the School of Nursing and support record-keeping for participating students; work with relevant offices to develop integration strategies for international faculty and students. Assist all administrators in the Dean’s suite and provide cross-training as needed; answer phones and receive visitors; collaborate on projects with other staff assistants. Perform other duties or projects as assigned appropriate to rank and departmental mission. Special Notes
This is a full-time appointment. FLSA Exempt position, not eligible for overtime. Minimum salary threshold must be met to maintain FLSA exemption. Essential Position: This is an essential position and may require reporting to work during emergencies. We are unable to sponsor candidates for work visas. Salary includes $3,400 UUP annual location pay, paid biweekly. Evening and weekend work may be required. Resume/CV and cover letter should be included with the online application. EOE/Disclaimer:
Stony Brook University is committed to excellence in diversity and an inclusive environment. All qualified applicants will receive consideration 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 other protected classes. If you need disability-related accommodation, please call the Office of Equity and Access at (631) 632-6280 or visit the OEA. Title II Crime Awareness and Security Act notice: a copy of our crime statistics can be viewed here. Visit our WHY WORK HERE page to learn about the total rewards we offer. #LI-JP1 Job Number:
2501616 Official Job Title:
Senior Staff Assistant Job Field:
Administrative & Professional (non-Clinical) Primary Location:
Department/Hiring Area: School of Nursing
#J-18808-Ljbffr