Staff Assistant

Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). Two (2) years full-time administrative experience. Knowledge with Microsoft Office Suite, Google Drive and applications. Experience drafting communications, memos, or reports. Experience with calendar management to include scheduling appointments, interviews, and/or coordinating meetings.

Preferred Qualifications: Four (4) years of full-time administrative experience in a higher education setting. Experience managing domestic and international travel services and travel reimbursements. Experience with event planning.

Brief Description of Duties:

The Staff Assistant is responsible for providing administrative support to the Associate Dean for Academic Affairs. Administrative support will include, but is not limited to, tasks like fielding calls and emails, calendar management, scheduling appointments and meetings, maintaining meeting minutes, arranging travel itineraries, processing travel reimbursements, drafting correspondences and event coordination. As a result, skills like excellent communication, problem solving and ability to work under pressure are essential. The successful incumbent must be able to work independently and in a team environment.

The Staff Assistant will support and assist with matters concerning the operation of the School of Nursing Academic Programs. The successful incumbent will act as a liaison between the School of Nursing and other Offices within the Health Sciences Center (HSC) and University and provide support as necessary. To be successful in this role, the Staff Assistant will maintain an in-depth knowledge of the process for acquiring and maintaining CCNE and ACME Accreditation.

The Staff Assistant will support the Mission, Vision, and Values of the University and the School of Nursing.

Academic Affairs Administrative Support:

Provides administrative support to the Associate Dean for Academic Affairs with a high degree of independence:

Demonstrates an awareness of the Associate Dean's scope of responsibilities. Maintains calendar and schedules appointments without prior approval based on knowledge of responsibilities and issues of importance. Uses judgment and independence to make changes to schedules. Assembles information and develops documents for various reports (SED, CCNE, National Certification, etc), meetings, and conferences. Makes travel arrangements and processes travel reimbursement. Drafts/prepares letters, memos, reports, agendas, minutes, as directed. Establishes and maintains paper and electronic files and records. Tracks and monitors pending issues for follow-up independently. Identifies, appropriately delegates, and resolves problems that would not require Associate Dean's involvement. Assists in the planning of bi-annual faculty retreats. Supports strategic partnership planning and implementation. Assists with coordination and preparation of special projects (CCNE Self-Study, grants, etc.) as delegated. Escalates any administrative or programmatic issues of high concern. Facilitates and supports joint initiatives between the School of Nursing and other offices/departments within the University and Medical Center (grants, CORHIS, etc.) as requested. Assists with personnel-related transactions as necessary; and, demonstrates discretion and confidentiality with all materials and information.

Academic Affairs Program Support:

Supports and assists with matters concerning the operation of Academic Programs. Demonstrates considerable knowledge of the academic programs and national and state academic standards and credentialing. Assists with the reappointment of all faculty as directed. Acts as a liaison to the Chairs, staff, and faculty of all academic departments and provides support as necessary or delegated. Acts as a liaison between the School of Nursing and other Offices within the HSC and University and provides support as necessary or delegated. Assists with and supports the development, implementation, and evaluation of student and faculty programming, including recruitment/marketing, admission, course/faculty scheduling, retention, progression, academic sanctions, student grievances, and graduation. Assists with the development, collection, compiling and reporting of benchmarking data to measure the quality of academic programs against best practices; and provides support to the Office of Student Affairs during busy application or placement periods. Prepares and collects information for sanction letters and distributes to students. Provides support and materials related to academic programs and faculty/student achievements to the marketing team. Attends marketing meetings as needed.

Academic Affairs Reporting Support:

Evaluation and Outcomes

Responsible for collecting and organizing certification pass rates, NCLEX pass rates, graduation rates, and additional data to promote processes that lead to quality educational outcomes and adhere to the applicable Accreditation Standards for Accreditation of Baccalaureate and Graduate Degree Nursing Programs (Standards). Maintain knowledge of the process for acquiring and maintaining CCNE and ACME Accreditation. Organize the collection of documents to maintain accreditation status and in preparation for on-going reports and site visits. Organize data on faculty and student outcomes. Collect and organize committee agendas, sign-in sheets, minutes, and reports from staff assistants assigned to all School of Nursing committees and Departmental Meetings and file in SON Evaluation Plan folders to assure all are current and complete. Coordinate meetings with Stony Brook University Officials and the CCNE on-site accreditation team. Follow the approved on-site accreditation budget set by the Assistant Dean and collect the needed documentation for procurement. Assist in the preparation of reports and letters to CCNE. Attend and take minutes at the EOC meetings.

Dean's Suite Support:

Assists all administrators in the Dean's suite and supports/cross-trains with fellow administrative assistants as needed. Answers telephones, receives visitors, and provides general support to the operation of the Dean's Suite; and, collaborates with the other staff assistants in the Dean's suite on different projects to support the school.

Other duties or projects:

Other duties or projects as assigned as appropriate to rank and departmental 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 $3,400 UUP annual location pay, paid biweekly.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and 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.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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