Stony Brook University Senior Administrative Assistant in Stony Brook, New York

Senior Administrative Assistant


Required Qualifications: (As evidenced by an attached resume)

High School Diploma or the equivalent. Five (5) years of full time professional related administrative experience assisting a high-level faculty/executive. Strong written and verbal communications skills are essential.

Preferred Qualifications:

Associates degree (equivalent) or higher . Experience in an academic setting. Knowledge of Research Foundations/SUNY policies and procedures as they relate to grant management. Familiarity with electronic research administration database systems such as Oracle and the State AES and Business Intelligence (BI) reporting tools. Knowledge of the Wolfmart system system or a similar electronic requisition system.

Brief Description of Duties:

The Senior Administrative Assistant will be responsible for administrative duties including tracking the project work, preparing invoices and assisting with the annual budget.

  • Maintain and track project work plans using project management computer based tools; prepare employee appointment and change forms and track personnel expenses for the account. Produce weekly progress reports for the Program Director and the Administrative Director of Medicaid Initiatives; attend project meetings with SUNY and NYSDOH staff; produce agendas and minutes for project meetings under SBU management; follow-up on action items; maintain project documents and calendars on the Medicaid Initiatives Project FORUM, a web-based application.

  • Prepare invoices for submission to SUNY Systems Administration; monitor actual expenses against budget for each project.

  • Assist in the development of the annual budget for NYSDOH Medicaid Initiatives at SBU. Assist in annual planning and priority setting for initiatives relating to Medicaid Initiatives.

  • Submit requisitions on Wolfmart and manage purchase orders for the projects. Maintain travel documentation for all travel associated with the Medicaid Initiatives. Maintain current property control inventory for all purchases associated with the Medicaid Initiatives.

  • 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 Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more

About Stony Brook:

Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all of Stony Brook’s health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the six Health Sciences schools — Dental Medicine, Health Technology and Management, Pharmaceutical Sciences, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County’s only tertiary care center and Regional Trauma Center. Stony Brook Children’s, with more than 180 pediatric specialists in 30 specialties, offers the most advanced pediatric specialty care in the region.

Equal Opportunity Employer, females, minorities, disabled, veterans.

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 .

Job Field: Administrative & Professional (non-Clinical)

Primary Location: US-NY-Stony Brook

Department/Hiring Area: SOM/Medicaid Initiatives

The Research Foundation for The State University of New York at Stony Brook

Schedule: Full-time

Pass Days: Day Shift

Posting Start Date: May 17, 2018

Posting End Date: May 31, 2018, 10:59:00 PM

Salary: $45,000-$55,000 / Annual @ 1.0 FTE CWE

Salary Grade: N8

Req ID: 1801427