Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time experience in an administrative or purchasing capacity. Experience using Excel, Filemaker or other financial/project management software. Experience preparing basic correspondence.
Additional years (3+) of experience in an administrative or purchasing capacity. Experience working for a public employer, in a unionized environment, or at an institution of higher education. Experience working in a marketing or creative services environment. Experience preparing project briefs.
Brief Description of Duties:
The Office of Marketing and Communications seeks an Administrative Coordinator to lead the office operations of a complex, creative services office, as well as handle specific on-going and one-time marketing projects. In this exciting role, the incumbent will be responsible for:
Office Coordination/Project Management
Lead purchasing for an office of 40+ people. Hold department P-card for memberships, subscriptions, etc. Coordinate and reconcile card using Department and University purchasing guidelines. Process purchase orders. Assist department teams with understanding purchasing process and how to write justifications.
Handle office supplies. This includes processing orders in Wolfmart or the department P-card, and overseeing distribution and department's supply cabinet.
Assist Marketing and Communications teams with projects such as coordinating photography, videography, and storytelling, managing mailings and databases and running errands.
Miscellaneous research and program development, including working with Excel and department software.
Coordinate logistics of central department and marketing events.
Act as a liaison to building manager for facility requests, furniture orders, moving companies, etc.
Act as backup for VP and other department administrative support.
University Advertising Office
Manage billing and financial files and systems of the centralized process of University and Medicine external advertising including:
Making hard copy and digital files, and managing file system.
Work within the department systems and databases to record, track and follow up on advertising requests.
Request and handle invoicing as well as request and traffic tear sheets from media partners.
Act as point of contact for advertising inquiries.
Trademark Licensing Program
Assist with general operations of Trademark Licensing Program, including:
Assisting with licensing submissions through our licensing partner website.
Maintaining digital files on licensing submissions and trademark registrations.
Answering basic questions from university staff, students and outside vendors.
Others duties as assigned, appropriate to rank, title and departmental mission.
This is a full time appointment. 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.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed online at the University Police website at http://www.stonybrook.edu/police .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Communications and Marketing-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Jan 9, 2020
Posting End Date: Jan 24, 2020, 4:59:00 AM
Salary: Commensurate with experience.
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1904228
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.