Administrative Assistant III

Overview This full-time, 39 hours per week Contract College position is located on Long Island at Stony Brook University, Stony Brook, NY. It provides administrative support to the New York Sea Grant Marine District, assisting up to 14 Extension Associates across the Hudson Valley, New York City, and Long Island. Responsibilities include coordinating office operations, managing schedules and communications, preparing reports and educational materials, and supporting events and special projects. The role serves as a primary point of contact for visitors and stakeholders, delivering professional customer service. It also supports NYSG Seafood HACCP training programs by assisting more than 2,000 participants each year via phone and email. The position is eligible for a hybrid work arrangement. Core hours are Monday–Friday, 8:00 AM–5:00 PM, with flexibility as needed. About New York Sea Grant – A partnership between SUNY, Cornell University, and NOAA, part of a national network of Sea Grant programs that supports research, education, and community outreach to promote economic vitality and environmental sustainability in New York’s coastal communities. Key Responsibilities Provide administrative support to up to 14 Extension Associates across the Hudson Valley, New York City, and Long Island. Manage daily office operations and administrative functions to support programs and special projects. Coordinate complex calendars, meetings, workshops, conference calls, and staff travel arrangements. Serve as the primary point of contact for visitors, government officials, university representatives, media, and other stakeholders. Draft, edit, proofread, and distribute correspondence, reports, newsletters, educational materials, and large mailings. Maintain databases, records, electronic files, and office documentation. Process shipping, mailings, photocopying, office supply inventory, and equipment maintenance requests. Provide professional customer service and respond to inquiries via phone and email, including support for Seafood HACCP training participants. Assist with planning and coordinating conferences, workshops, and training events, including venue logistics, catering, registration, materials preparation, and guest speaker travel. Manage office and grant financial records by tracking budgets, monitoring expenditures, reconciling accounts, and maintaining financial spreadsheets. Prepare travel reimbursements, invoices, deposits, procurement card reconciliations, petty cash records, and accounting reports using Cornell and SUNY financial systems. What We Need Formal training beyond a high school diploma and at least two years of administrative experience, or an equivalent combination of education and experience. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe, and other office software applications. Strong customer service skills with the ability to interact professionally with diverse audiences. Excellent written, verbal, and interpersonal communication skills. Ability to work collaboratively in a team-oriented environment while also working independently with minimal supervision. Strong organizational, time management, and multitasking skills with the ability to prioritize competing deadlines. Demonstrated analytical, problem-solving, and critical-thinking abilities. Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism. Experience supporting inclusion, belonging, and wellbeing initiatives. Ability to build and maintain inclusive, collaborative relationships with students, faculty, staff, and community partners. Self-motivated, dependable, and adaptable in a fast-paced work environment. Commitment to ethical conduct and representing the University professionally. Preferred Qualifications Associate’s degree in business technology or a related field and 3+ years of experience. Knowledge of Cooperative Extension or similar program. Employment Details : This is a full-time (39 hours per week) Contract College position with a hybrid work arrangement. Core hours are Monday–Friday, 8:00 AM–5:00 PM, with flexibility as needed. Final schedule determined with the supervisor. Rewards and Benefits Hybrid work arrangement: option to work remotely two days per week and on campus three days per week, with potential changes by the University. Comprehensive benefits and wellness programs; tuition assistance and related educational benefits; and various leave provisions described by Cornell. Equity and diversity initiatives are emphasized in the workplace. Visa Sponsorship : Visa sponsorship is not available for this position. #J-18808-Ljbffr Zymtronix Catalytic Systems Inc