Senior Administrative Assistant
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At a glance
Requirements
Credentials this posting asks for.
Job overview
Stony Brook University is hiring a Senior Administrative Assistant. The Senior Administrative Assistant provides support to the Associate Dean for Research facilities and the Dean for Research, handling travel arrangements, calendar management, budget data, grant administration, and departmental recruitment while maintaining strong organization and communication skills.
Key focus areas include Support the Associate Dean for Research Facilities and Operations and the Dean for Research, including travel arrangements and reimbursements, Perform secretarial and administrative functions, assist in staff recruitment and training, coordinate equipment and space, compile budget data and monitor expenditures, and Produce and maintain annual feedback and ROI surveys, assist with grant applications and manage targeted research grant programs.
Successful candidates bring Associate Degree Or Higher, Five Years Administrative Experience, and Experience With Payroll Or Personnel Records. Important skills include Microsoft Outlook, Microsoft Word, Excel, PowerPoint, Multi-Tasking, and Multi‑Tasking. Preferred (not required): Organization, Communication, Wolfmart, and Concur Solutions.
Skills & qualifications
Skills
Qualifications
Full job description
Senior Administrative Assistant
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Required Qualifications (as evidenced by an attached resume):
Associate degree (foreign equivalent or higher). Five (5) years of full-time administrative experience in office-setting. Experience working with payroll and/or personnel records (Onboarding). Experience with software application programs including Microsoft Outlook, Word, Excel, and/or PowerPoint.
Preferred Qualifications:
Experience supporting Executives. Grant experience. Knowledge of Wolfmart, Concur Solutions, and/or Talent Management System (TMS). Experience with MS Project and Visio.
Brief Description of Duties:
The Senior Administrative Assistant provides support to the Associate Dean for Research facilities and operations, and the Dean for Research. This position may require advanced skills with complex computer applications and software. The selected candidate must be able to multi-task and have excellent organization and communication skills.
Duties:
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Support the Associate Dean for Research Facilities and Operations as well as Dean for Research, School of Medicine including travel arrangements and reimbursements, maintain busy calendars and meeting schedules.
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Perform secretarial and/or administrative functions in an office or department. In addition, incumbents assist in the recruitment and training of staff, coordinate equipment, space, and other resources; compile budget data up to $2M and monitor expenditures; and assist in gathering and analyzing data for managerial decisions.
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Produce and maintain annual feedback and ROI surveys for all cores, bridge funding, and grant opportunities. Assist with new grant applications, grant extensions, RO1 Supplements. Administers Targeted Research Grant Opportunities program for School of Medicine faculty. Serve as back-up to Grants Management within the department.
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Maintain all department recruits through Talent Management System (TMS). Coordinate department's annual performance programs and evaluations.
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Other duties as assigned.
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 (https://www.stonybrook.edu/commcms/oea/) .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here (https://www.stonybrook.edu/police/) .
Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the total rewards we offer.
SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf)
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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Job Number: 2601867
Official Job Title: : Senior Administrative Assistant
Job Field : Administrative & Professional (non-Clinical)
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : Office Of Dean, Medicine
Schedule : Full-time
Shift : Day Shift Shift Hours: : 8:30 AM - 5:00 PM :
Posting Start Date : Jul 29, 2026
Posting End Date : Aug 28, 2026, 10:59:00 PM
Salary: : $55,000 - $68,000
Appointment Type: : Regular
Salary Grade: : N8
SBU Area: : The Research Foundation for The State University of New York at Stony Brook
Req ID: 2601867
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