Campus Description: Stony Brook University has established itself as one of America's most dynamic public universities, a center of academic excellence and a leader in health education, patient care and research. Listed among the top 1 percent of all universities in the world by Times Higher Education World University Rankings, Stony Brook is home to more than 24,000 undergraduate, graduate and doctoral students and more than 13,500 faculty and staff, including those employed at Stony Brook Medicine, Long Island's premier academic medical center and teaching hospital. With 597 beds, Stony Brook Hospital is the region's only tertiary care center and Regional Trauma Center. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory.
Descriptive Title: Administrative Assistant I REF#: HS-R-8090-13-08-S
Budget Title: same as above Research Foundation Support Position
Department: Anesthesiology RF Line#: R2208000
Grade: N.6 Campus: Stony Brook West Campus/HSC
Salary: $32,000 - $40,000
THIS POSTING IS NOT CURRENT !!!

Required Qualifications: High School Diploma/GED. Three years of progressively responsible full time, executive level, administrative experience. Proficiency with standard software applications such as Microsoft Word, Excel, PowerPoint, Access, Publisher; File maker ProX; Adobe Pro XI. Familiarity with secure online relational databases, for example (but not necessarily) WolfMart and Coeus. Excellent organizational and interpersonal skills. Ability to multitask, and work independently.
Preferred Qualifications: Associate's Degree or above. Additional years of administrative experience in a healthcare related office or higher education setting. Knowledge of basic medical terminology. Experience with event planning, maintaining electronic calendars, coordination of travel arrangements, and executive/senior-level faculty support. Experience with production of publications including manuscripts, newsletters, and brochures. Demonstrated ability to communicate effectively with diverse populations from outside the university as well as within.

Brief Description of Duties: The Administrative Assistant will be responsible for:
  • Maintaining and scheduling supervisor's calendar, travel arrangements, organize meetings and take minutes, review and preparation of correspondence, update CV/Biosketch as needed, assist with various interdepartmental committees.
  • Maintain 9.4 T microMRI Facility database, coordinate operations, interface with other departments and affiliated institutions, arrange for guest access, order supplies and equipment, arrange for maintenance of facility equipment, generate and follow up regarding facility billing using File Maker Pro. Assist with annual budget. Other facility duties as required.
  • Assist Research Administrator with grant proposals, budgets, reporting and billing, including editing and formatting documents, obtaining updated information from department investigators and other departments.
  • Order laboratory supplies, equipment, research animals and follow up on orders for supervisor and users of the microMRI facility and clinical coordinators.
  • Backup other staff with logging of research expenditures using Excel, filing purchasing records for department investigators, assisting lab directors in monitoring their budgets.
  • Assist with other paperwork such as reimbursements, volunteer forms, and student/employee paperwork.
  • Plan and coordinate the annual Research Evening, including creating materials.
  • Edit manuscripts, format and manipulate text and data from various sources, adjust formatting to adhere to journal specifications, gather signatures for copyright transfer, submit. Format and proofread scientific abstracts and posters. Help write, edit and arrange for printing of quarterly newsletters.

Other Duties: As assigned by supervisor.

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. 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. Internal and external search to occur simultaneously. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a Research Foundation Employment Application, Resume and Cover Letter to:

Michele McTernan
Research Administrator
Department of Anesthesiology
Health Sciences Center, Level 4, Room# 060
Stony Brook University
Stony Brook, NY 11794-8480
Fax# 631-444-2907


Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 08/29/2013, unless specifically noted otherwise in the Special Notes Section.

EQUAL OPPORTUNITY EMPLOYER, FEMALES, MINORITIES, DISABLED, VETERANS.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE 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: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 08/15/2013
Additional Categories: