Senior Staff Assistant, Graduate Studies

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. 
Preferred Qualifications:
Experience managing domestic and international travel services, travel reimbursements and/or procurement. Calendar management experience to include experience scheduling appointments, interviews, and/or coordinating meetings. Experience with customer service in higher education or the medical industry. Supervisory experience. Experience with event planning. Experience working with Microsoft Office Suite and/or Google Drive applications. 
Brief Description of Duties:
The Senior Staff Assistant for the School of Nursing Graduate Department will act as a Program Assistant for 300-400 students in several nursing programs. This position is critical to ensuring the mission, vision, and values of the school and will directly interface with students, staff, and faculty of the graduate department, reporting directly to the Chair.
Mission, Vision and Values:
Support the Mission, Vision, and Values of the University and the School of Nursing (SON).
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.
Utilize problem solving with empathy during conflict resolution.
Acceptance of constructive criticism in a positive manner working towards solutions rather than focusing on problems.  

Duties:

• Program Administration/Staff Support to the Department of Graduate Studies for SON:
  • Provide administrative support to implement activities and programs of the Graduate Department.
  • Coordinate, assist, and attend events within the SON Graduate Department including on-site intensives.
  • Collect data each semester planning for future accreditation needs.
  • Prepare admission criteria for applicants to respective programs.
  • Communicate program information to current and prospective students.
  • Maintain student and preceptor information.
  • Screen and evaluate incoming correspondence and prepare responses as appropriate.
  • Coordinate and direct departmental reports, surveys, and other activities related to the department’s operation.
  • Create and maintain a database to track students’ enrollment and progression in the program.
  • Serve as the primary point of contact for the Chair with faculty, staff, and students in the School of Nursing, as well as individuals and professional organizations outside the School to facilitate the efficient and professional flow of information on a range of issues.
  • Represent the Chair’s policies and procedures to constituencies within and outside the School of Nursing.
  • Process education verification and documentation for out-of-state licensure for alumni. 
• Procurement for the Department of Graduate Studies:
  • Research, compile, and monitor expenditures associated with the graduate and post master’s programs.
  • Create reports for analysis of student enrollment and budgeted expenses.
  • Monitor and coordinate expenses related to faculty travel and student orientation and create reports for the Program Directors regarding administration for on-site and distance learning programs.
  • Follow direction from the appropriate internal SON offices to ensure proper processing, tracking, and reconciliation of transactions related to human resources, finances, and procurement.
  • Initiate and follow through on various assignments related to inventory control and physical environment management.
  • Responsible for initiating the ordering of general office supplies, and books and equipment as requested by the graduate department.
• Student Support:
  • Assist students with entrance criteria, registration, progression, financial aid, and foreign and domestic student inquiries.
  • Manage student registration for assigned courses and provide all other guidance as necessary.
  • Facilitate student communication with faculty.
  • Provide necessary correspondence for student/employer related issues and clinical placement.
  • Organize applicants’ dockets for review for program admission.
• Office of Student Affairs (OSA) Support:
  • Provide support to the Office of Student Affairs to assist with student application and admission process during peak admission cycles.
  • Manage faculty interview scheduling for applicants who qualify for admission.
• Graduate Events Assistance:
  • Assist with the planning and organization of all aspects of the School of Nursing Graduate Convocation including space reservation and staging, ticketing, seating, management of staff support, convocation program, awards, convocation speakers and presenters, and faculty and staff participation.
  • Assist with staff participation and assignments to facilitate completion of tasks related to convocation.
  • Assist with all other events in the Graduate Department, including, but not limited to the annual awards ceremony.
• Other duties assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
In addition to the employee’s base salary, this position is eligible for $3,087 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 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 .
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Visit our WHY WORK HERE page to learn about the total rewards we offer.
The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

 
Job Number:
 2304930
Official Job Title: Senior 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: 8:30am – 4:30pm 
 
Posting Start Date
: Jan 17, 2024
Posting End Date
: Feb 16, 2024, 11:59:00 PM
Salary:$60,000-$66,000
Appointment Type: Term
Salary Grade:SL3
SBU Area:Stony Brook University