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: Staff Assistant to the Deputy DirectorREF#: WC-S-7505-12-09-S
Budget Title: Staff Assistant State Professional Position
Department: Simons Center for Geometry and Physics (SCGP)State Line#: 37872
Grade: SL-2Campus: Stony Brook West Campus/HSC
Salary: $38, 000 - $45, 000
THIS POSTING IS NOT CURRENT !!!
Required Qualifications: Bachelor's degree. In lieu of the degree, an Associate's degree and two years of directly related full time experience may be considered. Two years of full time experience in maintaining calendars, executing travel arrangements, coordinating meetings and processing grant or other types of proposals/applications. Proficient in Microsoft Office, Excel, Google applications, email, and database software as well as in website maintenance. Strong written and verbal communication skills as well as a demonstrated record of outstanding customer service.
Preferred Qualifications: Experience in higher education, prior work with faculty and international populations. Bilingual in one of the following languages: Spanish, French, Mandarin, or Russian.

Brief Description of Duties: The Simons Center for Geometry and Physics seeks a Staff Assistant to the Deputy Director to manage the administration of the visitor research program which consists of 20-60 mid-to-long term visitors each semester and 8-10 academic workshops or conferences that bring an additional 30-100 guests to each concentrated week of scientific lecture and research collaboration. The incumbent will be responsible for providing a broad range of administrative tasks from sending out calls for workshop and program proposals, convening the SCGP's Faculty Scientific Advisory Committee meetings and taking meeting minutes, liaison with the Deputy Director and Faculty Organizers to produce and track e-invitations and acceptances to the various scientific and academic programs in the Center, as well as relay visitor accepts and information to other SCGP staff for follow up in special areas such as housing or visa applications.
  • Provide administrative support for the SCGP's Deputy Director, including calendar maintenance and scheduling of meetings, travel arrangements and reimbursements relate to the Center's academic activity. Update the various visitor program websites.
  • Organize the call for proposals and receipt of workshop, program and individual visit proposals. Provide administrative support to the SCGP Scientific Advisory Committee, ensure that members have materials necessary prior to meetings, attend and take meeting minutes and may be required to perform follow-up on action items that result from such meetings.
  • Issue visitor invitations and follow-up on responses as well as work with SCGP staff to assure that a visitor's visa, housing and travel needs are completed.
  • Organize conferences/workshops of varying lengths with participants varying from ten to several hundred; including working with the Deputy Director and faculty organizers on invitations, marketing materials, and event details. Coordinate participants travel, accommodations and reimbursements with the SCGP staff and work with the Facilities Coordinator to ensure speakers have needed a/v equipment and participants have needed materials for all events.
  • Provide assistance for general SCGP events and workshops which may require incumbent to be on campus occasionally at nights and weekends.
  • Other duties as assigned.

Special Notes: This is a full time appointment, 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. Night and weekend work is required. Travel may be required to BNL with the Deputy Director for meetings. **Applicants will be given priority before 10/05/2012 but applications will be considered until the position is filled.

PLEASE NOTE: MAILED AND/OR FAXED APPLICATIONS WILL NOT BE CONSIDERED.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume (electronic submission in one PDF is required) on the Stony Brook University JOBS website: http://www.stonybrook.edu/jobs/

Questions only to:

Search Committee Chair

Simons Center for Geometry and Physics
Simons Center for Geometry and Physics, Room 414

Stony Brook University
Stony Brook, NY 11794-3636



Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 10/22/2012, 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: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 09/23/2012
Additional Categories: