Administrative Assistant III

Administrative Assistant III

This position is located on Long Island at Stony Brook University, Stony Brook, NY.

The Opportunity

This position 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 also serves as a primary point of contact for visitors and stakeholders, providing professional customer service. Additionally, it supports NYSG Seafood HACCP training programs by assisting more than 2,000 participants each year via phone and email.

About New York Sea Grant

New York Sea Grant is a partnership between the State University of New York (SUNY), Cornell University, and the National Oceanic and Atmospheric Administration (NOAA). As part of a national network of 34 Sea Grant programs, it supports research, education, and community outreach. Its mission is 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

For further consideration, please submit a resume and cover letter.

• 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 working with inclusion, belonging, and wellbeing programs
• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.
• Self-motivated, dependable, and adaptable in a fast-paced work environment.
• Commitment to ethical conduct and representing the University professionally.

If you have all those things, great! We have a few more things that we would prefer you to have, but it's ok if you don't.

• Associate's degree in business technology or business-related field and 3+ years of experience.
• Knowledge of Cooperative Extension or similar program.

This is a full-time (39 hours per week) Contract College position, located on Long Island at Stony Brook University, Stony Brook, NY. This position is eligible for a hybrid work arrangement. Core working hours are Monday through Friday, 8:00 AM to 5:00 PM, with additional flexibility as needed. The final schedule will be determined in collaboration with the supervisor.

Rewards and Benefits

• This position is eligible for a hybrid work arrangement. Employees in this role have the option to work remotely two days per week and on campus at SUNY Stony Brook University three days per week. The university reserves the right to modify, suspend, revoke or terminate the hybrid work arrangement at any time.
• Cornell receives national recognition as an award-winning workplace for our health, wellbeing, and sustainability.
• Our benefits programs include comprehensive health care options, generous retirement contributions, access to wellness programs, and employee discounts with local and national retail brands. We invite you to follow this link to get more information about our benefits: Understand Your Benefits | Working at Cornell.
• Our leave provisions include health and personal leave, three weeks of vacation and 13 holidays: Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving and the day after, and an end of the year winter break from December 25-January 1. To offer greater flexibility for observing faiths and traditions we also offer two additional floating holidays. Learn more about our generous leave provisions: Holiday and Accrued Time Off | Working at Cornell
• Cornell's impressive educational benefits include tuition-free Extramural Study and Employee Degree Program, tuition aid for external education, and Cornell Children's Tuition Assistance Program. Learn more about our extensive educational benefits: Education Benefits | Working at Cornell
• Follow this link to learn more about the Total Rewards of Working at Cornell: Total Rewards | Working at Cornell.

Visa sponsorship is not available for this position.