Dean's Office Staff Assistant

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of progressively responsible administrative support or related experience. Experience serving as a primary contact for internal and external stakeholders. Experience managing multiple priorities in a fast-paced office environment. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Google Workspace (Gmail, Calendar, Doc, and Sheets).

Preferred Qualifications:
Experience supporting executive leadership, senior administrators, or a Dean's Office. Experience with calendar management, meeting coordination, and event planning. Experience working in a higher education environment. Experience using administrative systems and virtual meeting platforms, including Zoom and Google Meet.

Brief Description of Duties:
The Dean's Office Staff Assistant provides essential front office and administrative support to the Dean’s Office. This role ensures smooth daily operations by serving as the first point of contact for faculty, staff, students, and visitors, while also assisting with scheduling, event coordination, and providing support for office operations. The position plays a critical role in supporting the Dean, Associate Deans, Senior Staff, and CEAS Advancement team by managing calendars, coordinating meetings, and facilitating communications.

A highly qualified candidate will possess excellent verbal and written communication skills, strong interpersonal skills, and a professional and approachable demeanor. As a highly visible representative of the Dean's Office, this individual will serve as the first level of triage for inquiries, requiring discretion, diplomacy, and sound judgment in assessing and prioritizing matters. The successful candidate will demonstrate strong organizational, problem-solving, and time management skills, exceptional attention to detail, and the ability to manage competing priorities. They must be comfortable working independently and collaboratively, handling confidential and sensitive information, and contributing to a respectful, collaborative, and service-oriented office culture

• Front Desk & Reception Support

  • Serve as the primary point of contact for the Dean's Office, greeting and assisting faculty, staff, students, and visitors in a professional and courteous manner.

  • Serve as the first level of triage for Dean's Office inquiries, exercising sound judgement in assessing, prioritizing, resolving, or appropriately escalating matters to the appropriate individual or office.

  • Monitor and maintain the reception area to ensure it remains well‑maintained, welcoming, and professional.

  • Monitor and assist with the maintenance of inventory for office and kitchen supplies, ensuring adequate stock and coordinating replenishment when needed.

• Administrative & Operational Support

  • Coordinate scheduling and reservations for conference rooms and meeting spaces.

  • Prepare meeting spaces, including Zoom logins, technology setup, and post‑meeting clean‑up.

  • Maintain accurate records of meetings, schedules, and office activities.

  • Arrange catering orders for meetings and events, ensuring timely delivery and appropriate setup and teardown.

  • Assist with drafting, proofreading, and distributing routine correspondence, announcements, and meeting notes.

  • Assist in the management of incoming and outgoing mail, including receipt and distribution of packages (UPS, FedEx, etc.).

  • Support filing, scanning, and organizing digital and physical documents.

  • Provide backup administrative support

• Scheduling & Calendar Management Support

  • Maintain and update the Dean’s calendar in consultation with the Executive Assistant to the Dean, ensuring accurate scheduling of meetings, appointments, and events.

  • Support calendar management for the Associate Deans coordinating logistics and availability.

  • Coordinate Dean’s office meeting logistics, including room reservations, technology setup, and distribution of agendas or materials.

  • Serve as a liaison between the Dean’s Office and faculty, staff, and external stakeholders to confirm availability and manage scheduling conflicts.

  • Assist with interview candidate(s) and visitor (e.g. Dean’s Council, Executive Advisory Board, Student Council, etc.) scheduling and coordination. This may entail setting up travel, lodging accommodations, itineraries, reservations, parking coordination, etc.

• Event Support

  • Assist with planning and execution of College events (lectures, workshops, receptions).

  • Track RSVPs, manage guest lists, and coordinate logistics with facilities and IT.

  • Ensure a smooth day‑of‑event operations, including signage, materials, and hospitality.

  • Communicate and liaison with other University offices as appropriate and necessary (Campus Catering, Conferences & Special Events, etc.).

• Other duties and projects as assigned, appropriate to rank and mission.

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4,150 UUP annual location pay, paid biweekly.

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 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.

Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting oea_ada@stonybrook.edu. We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.

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