Campus Description: 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. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook University Medical Center is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.
Descriptive Title: Secretary 1REF#: WC-S-7656-12-12-S
Budget Title: same as aboveState Classified Position
Department: Mechanical EngineeringState Line#: 21090
Grade: SG.11Campus: Stony Brook West Campus/HSC
Status: Permanent
THIS POSTING IS NOT CURRENT !!!

Required Qualifications: Per Civil Service Standards and Specifications. Must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list. 70.1 Transfers are encouraged to apply and are not required to take the Secretary I Civil Service exam - You must be a permanent Keyboard Specialist 2 for at least one year and have been originally appointed from the Keyboard Specialist 2 list.  Or, if you are currently a Calculations Clerk II, Clerk II, Stores Clerk II, or other qualifying grade 9 title, you will be required to pass a typing performance test.  You must have one year of permanent service in these titles
Preferred Qualifications: Excellent skills in Microsoft Word and Excel. Good interpersonal skills and ability to work with a diverse population. Experience using Peoplesoft and web-based procurement system (Wolfmart).

Brief Description of Duties: The selected candidate will serve as secretary for Department of Mechanical Engineering in the department main office.
  • Provide support for Mechanical Engineering department, also provides secretarial support to Undergraduate Program Director, Department Chair and Deputy Chair, and graduate program as needed.
  • Schedule and coordinate events, such as Undergraduate Student Advising week, Undergraduate Town Hall meetings, Graduation Breakfast, Industrial Advisory Board meeting, etc.
  • Submit electronic requisitions for department purchases. Keep track of orders and contacts, vendors and/or procurement office as needed.
  • Prepare reimbursement for undergraduate lab fee accounts, as well as, reimbursements for faculty as needed.
  • Coordinate seminar speakers; correspond with speakers, arrange travel and lodging, prepare and distribute seminar announcements.
  • Provide general support to faculty members and handle undergraduate student inquiries. Meet and greet visitors to Department. Direct telephone calls and questions to proper person.
  • Responsible for maintaining adequate office supplies, mail distribution, conference room calendar and audiovisual log, office equipment maintenance, repair call ins, key requests, telephone requests, and other miscellaneous work requests.
  • Maintain department textbook list and order desk copies when needed.
  • Responsible for pickup and distribution of state payroll checks as well as maintaining timesheets and monthly roster files.

Other Duties: As assigned.

Special Notes: This is a full time position, 37.5 hours per week, Monday through Friday, 8:30 a.m. to 5:00 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Mandatory rehire roster candidates have preference.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those who are interested in this position and meet the required qualifications, should submit a State employment application to:

Human Resource Services
State Classified Appointments
390 Administration Building
Stony Brook University
Stony Brook, NY 11794-0751


Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 12/21/2012, unless specifically noted otherwise in the Special Notes Section.

STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WE ENCOURAGE PROTECTED VETERANS, INDIVIDUALS WITH DISABILITIES, WOMEN AND MINORITIES TO APPLY.
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 ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police

Job Category: C) Secretarial and Clerical positions (including Administrative Assistant).
Posting Date: 12/09/2012
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