Senior Administrative Assistant

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher) and one (1) year of full-time administrative experience in an office setting. In lieu of a Bachelor's degree, an Associate degree (foreign equivalent or higher) and five (5) years of full-time administrative experience in an office setting may be considered. Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.

Preferred Qualifications:

Bachelor's Degree (foreign equivalent or higher) in Human Resources, Business Administration, Higher Education Administration, or a related field. Experience working in a medical school, academic health center, or hospital environment. Experience supporting faculty affairs, academic personnel, and/or physician appointments. Experience working with faculty management and HR systems. Knowledge of SUNY policies, procedures, and faculty appointment processes.

Brief Description of Duties:

The Senior Administrative Assistant will provide administrative support for faculty personnel activities within the five schools of the Health Sciences Center (Medicine, Dental, Health Professions, Nursing, and Social Welfare). The incumbent will assist with appointments, reappointments, and all faculty personnel transactions while maintaining the highest level of confidentiality. The successful candidate must possess excellent organizational, analytical, customer service, written, and verbal communication skills and be able to manage multiple priorities in a fast-paced environment. Strong attention to detail, sound judgement, and the ability to work independently are essential.

Duties:

Faculty Appointments and Personnel Administration

• Review and process appointment, reappointment, change, and separation transactions.
• Review faculty appointment packages for completeness, accuracy, and compliance with School, University, and SUNY requirements.
• Prepare faculty-related correspondence, appointment letters, and other personnel documents for review and signature.
• Coordinate with Human Resources, Payroll, Academic Affairs, school/department administrators, and other stakeholders to ensure timely processing of faculty transactions. Audit personnel transactions and supporting documentation to ensure compliance with applicable policies and procedures.

Faculty Records and File Management

• Maintain faculty personnel files and related records in accordance with institutional requirements.
• Ensure faculty personnel documents are properly filed and maintained.
• Coordinate the preparation of files and supporting documentation for audits, reviews, and accreditation activities.
• Assist with document scanning, electronic file management, and records retention processes.

Faculty Reporting and Data Management

• Maintain faculty databases and tracking systems.
• Generate reports related to faculty appointments, reappointments, recruitment activity, and personnel actions.
• Perform regular audits of faculty data to ensure accuracy and consistency across systems. Assist with the preparation of reports for leadership and administrative offices.

Faculty Personnel Process Support

• Provide administrative assistance during key employee lifecycles, such as formatting offer letters, tracking contract reappointments, and compiling pre-hire documentation.
• Manage, monitor, and organize faculty personnel's shared email inboxes to ensure timely responses.
• Route formal agreements, contracts, or Memorandums of Agreements (MOAs) for necessary signatures, tracking execution status to prevent processing delays.

Employment and Credentialing Verifications

• Complete employment and faculty appointment verifications.
• Serve as a point of contact for credentialing bodies, hospitals, financial institutions, and other external organizations requesting verification of faculty appointments or employment status.
• Maintain records of verification requests and responses.

Additional Duties as Assigned Schedule meetings and coordinate administrative logistics as needed.

• Assist with special projects and process improvement initiatives.
• Perform other duties as assigned appropriate to rank and departmental mission.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

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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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.

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