Administrative Coordinator

Administrative Coordinator (2601872) We, the Division of Student Affairs, are a student‑focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. Job Highlights Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine. Serving a highly diverse student body. Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility. Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life. Required Qualifications Bachelor’s degree (foreign equivalent or higher). Two (2) years of full‑time administrative support experience. Experience with Microsoft Office Suite (Excel, Word, PowerPoint, Visio, etc.) and/or Google Workspace. Must have, keep and maintain a valid NYS Driver’s License; have a motor vehicle record free from major violations or a pattern of repeat violations. Preferred Qualifications Experience with PeopleSoft, Navigate and/or Wolfmart. Experience working with a diverse student population. Experience in customer service, event or program planning, and/or administrative support. Experience handling HIPAA‑protected information or working in a healthcare/clinical environment. Experience preparing reports and presentations. Brief Description of Duties Student Health, Wellness, and Prevention Services is seeking an Administrative Coordinator to provide comprehensive operational and administrative support for Student Health Services (SHS) and, if needed, CAPS. This role ensures smooth daily operations by managing schedules, coordinating event planning and logistics, business operations, maintaining records, and assisting with special projects as needed. The incumbent provides responsive communication, fosters respectful partnerships, engages students, and maintains collaborative, professional relationships to ensure excellent customer service. Administrative Support Provide administrative support for scheduling and documentation of meetings, meeting minutes, and candidate interviews. Schedule and coordinate candidate interview appointments, including communications, directions, and parking logistics. Maintain staff rosters and directories (master schedule, phone lists, training library). Assist with event, program, and activity coordination and execution. Track performance evaluation deadlines, assist with paperwork, and manage scanning/copying tasks. Assist with compiling and organizing reports, presentations, and documents as needed. Coordinate the administrative “Day 1” logistics (IT access, keys/badges, workspace setup, departmental tours) for new hires. Assist with special projects related to the department. Assist in training other staff on tasks as requested. Communications Answer and assist with CISCO Webex phone calls following departmental guidelines. Respond to first‑level inquiries, including screening phone calls and/or emails, exercising the highest level of confidentiality and sound judgment. Show utmost discretion when working with confidential and sensitive information, including HIPAA and FERPA protected information. Inventory & Facilities Coordination Coordinate FIXIT requests for 1 Stadium Road. Manage inventory for supplies needed. Work with other service staff (CPDC, Facilities, etc.) to ensure smooth completion of operations and services. Assist in maintaining the professional appearance of the lobby and common areas. Finance and Procurement Support Provide administrative, purchasing, and procurement support to ensure efficient departmental operations. Track departmental expenses and maintain accurate procurement documentation. Assist in managing cyclical contracts, including initiation, vendor coordination, securing approvals, monitoring deliverables, and overseeing payment processing. Support and train employees in the use of the Concur system for travel reimbursements. Student Staff Supervision Assist in selecting, training, and managing student staff. Supervise student staff working to ensure professionalism and top‑notch customer service when they represent the department at the front desk or at outreach events. Organize student staff efforts to monitor and organize inventory and giveaways. Professional Development and Committee Involvement Participate in opportunities that promote learning, growth, and development (e.g., classes, training, committee, webinar). Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside the unit/department. Other duties or projects as assigned as appropriate to rank and departmental mission. Hours outside the work schedule may be required at times. Special Notes This is a full‑time appointment. FLSA Non‑Exempt position, eligible for the overtime provisions of the FLSA. Salary Base salary: $60,000 + $4,000 UUP annual location pay = $64,000 total compensation. The location pay is paid biweekly. Essential Position This position is designated as essential based on the duties and functions performed. Essential positions may be required to report to work or remain at work even if classes are canceled and the campus is operating on limited services during an emergency. Out‑of‑State Applicants Out‑of‑state applicants must provide evidence of a valid license and a driving abstract from the issuing state within five business days of a conditional offer and must obtain a NYS driver’s license within 30 days of start date. Visa Sponsorship We are unable to sponsor work visas for this position. Equal Employment Opportunity Statement 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. Accommodations For disability‑related accommodations, please call the Office of Equity and Access (OEA) at View phone number on click.appcast.io or visit OEA. Title II Crime Awareness and Security Act A copy of our crime statistics can be viewed here. Job Information Job Number: 2601872 Official Job Title: Staff Assistant Job Field: Administrative & Professional (non‑Clinical) Primary Location: Department/Hiring Area – Student Health Services Schedule: Full‑time – Day Shift 8:30 a.m. – 5:00 p.m. #J-18808-Ljbffr Stony Brook University