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 of experience (3+) in an administrative or purchasing capacity. Experience working for New York State or at a public institution. Experience working in a marketing or creative services environment.
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 P-card using Department and University purchasing guidelines.
Process purchase orders.
Assist department teams with understanding the 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 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 & Video Production Units
Assist with 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 dept. systems and databases to record, track and follow up on billing requests and account reconciliation.
request and handle invoicing as well as request and traffic tear sheets from media partners.
act as point of contact for inquiries.
Assist with general operations of HR activities, including:
assisting with TMS and tracking requests and records through the system.
managing HR employee paper and digital files.
acting as support for search activities.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
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 Institutional Diversity and Equity at (631) 632-6280 or visit OIDE .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .
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: Jul 20, 2020
Posting End Date: Aug 4, 2020, 3:59:00 AM
Salary: $50,000 - $58,000 plus $3,026 location pay.
Salary Grade: SL2
Appointment Type: Term
Internal Number: 2001920
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.