Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher degree). At least two years  of full-time, progressively responsible administrative experience. Experience drafting correspondences/communications on behalf of supervisor or employer. Experience providing administrative support to an executive.
Master's degree (foreign equivalent or higher degree). Experience in a Higher Education/Academic environment. Experience with Research Foundation/SUNY policies and procedures. Auditing and/or records management experience. Procurement and/or budget experience. Project management and/or event coordination experience. Experience managing social media and web page communications.
Brief Description of Duties:
This position provides administrative support to the Executive Director of the Institute of Conservation and Tropical Environment (ICTE) administrative needs. The Administrative Assistant also supports a variety of operational and administrative functions of the Institute under the guidance of the ICTE Deputy Director/Chief Development Strategist. This position will require a thorough knowledge of university policies and procedures. The incumbent is expected to display initiative and a professional demeanor at all times. Incumbent will exercise independent judgement in managing the Executive Director's schedule and a variety of administrative tasks on behalf of the Institute. Therefore, the selected candidate will have the ability to manage multiple priorities and be able to handle sensitive and confidential information with discretion. The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.
Assistant to the Executive Director: Act as point person for all administrative needs for the ICTE Executive Director. Coordinate office administrative workflow. This includes scheduling meetings, arranging travel, and determining priorities as they relate to managing the Executive Director's calendar and time.
Record, file and/or forward as appropriate all incoming internal and external paperwork, emails and telephone calls in a prompt and professional manner. Develop responses for Director's signature and draft correspondences on behalf of the Executive Director as requested. Ensure all files are accurate and up-to-date.
Research, analyze and prepare material for the ICTE Executive Director in relation to meetings, activities, reports, inquiries, agendas and presentations. As needed, assist in coordinating meeting logistics including planning the agenda, coordinating any catering or A/V needs, identifying appropriate participants, and taking meeting minutes.
ICTE Projects: Under the direction of the ICTE Deputy Director/Chief Development Strategist, provide daily and long-range administrative support to the ICTE team with campus-wide issues, projects and programs. Compile information, solicit and research information from a variety of sources both on and off campus, and prepare reports as requested.
Communications: Manage ICTE's social media pages, website, and other general communications in support of the ICTE mission. Regularly maintain the bulletin board display for new published articles, presentations and news from the institute and its affiliate faculty and researchers. Support Lecture Series activities and other ICTE events.
Finance: Assist in managing the office accounts. Responsible for purchase orders and expenditures. Research and order office equipment and supplies.
Other duties or projects as assigned as appropriate to rank and department mission.
This is a part time appointment, 30 hours per week. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
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