ADMINISTRATIVE ASSISTANCE-REMOTE POSITION

Administrative Asst III

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

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.

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.

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.

Ability to work collaboratively in a team-oriented environment while also working independently with minimal supervision.

Experience supporting inclusion, belonging, and wellbeing initiatives.

Ability to build and maintain inclusive, collaborative relationships with students, faculty, staff, and community partners.

Commitment to ethical conduct and representing the University professionally.

Associate's degree in business technology or business-related field and 3+ years of experience.

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. 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.

Our benefits programs include comprehensive health care options, generous retirement contributions, access to wellness programs, and employee discounts with local and national retail brands. Our leave provisions include health and personal leave, three weeks of vacation and 13 holidays: 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. 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. Education Benefits | Working at Cornell

Administration

Pay Rate Type: Hourly

Remote Option Availability: Contract College

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Employment Assistance:

For general questions about the position or the application process, please contact the Recruiter listed in the job posting or email View email address on click.appcast.io you require an accommodation for a disability in order to complete an employment application or to participate in the recruiting process, you are encouraged to contact Cornell Office of Civil Rights at voice View phone number on click.appcast.io, or email at View email address on click.appcast.io that do not have internet access are encouraged to visit your local library, or local Department of Labor. You may also request an appointment to use a dedicated workstation in the Office of Talent Attraction and Recruitment, at the Ithaca campus, by emailing View email address on click.appcast.io University