Administrative Assistant II

Stony Brook University•Stony Brook, NY

8d•Onsite

About The Position

The Administrative Assistant II provides administrative support within the Department of Microbiology and Immunology, assisting faculty, staff, students, the Department Administrator, and the Department Chair with daily operations. The role requires strong organizational and communication skills, attention to detail, and the ability to work independently and collaboratively.

Requirements

Associate degree (foreign equivalent or higher).
Two (2) years of full-time administrative experience in an office setting.
Proficiency in Microsoft Word and/or Google Apps.

Nice To Haves

Four (4) or more years of full-time administrative experience in an office setting.
Experience with coordinating meetings and/or managing calendars.
Experience coordinating events and/or conferences.
Experience arranging travel logistics.
Experience working in a higher education or academic medical setting.
Procurement experience to include ordering supplies, facilitating vendor payments, and processing reimbursements or honorariums.
Experience with database management and recordkeeping.

Responsibilities

Oversee the daily administrative operations of the department office, ensuring courteous support for faculty, staff, students, and visitors.
Serve as the primary point of contact for internal and external inquiries; monitor shared departmental mailboxes and respond to or route communications in an appropriate and timely manner.
Maintain departmental calendars, shared drives, records, and communication lists so that information remains current, organized, and accessible.
Develop and streamline administrative procedures and workflows to promote efficient office operations.
Maintain office supply inventory. Process orders and Wolfmart transactions.
Provide guidance and direction to student support staff as needed.
Coordinate logistics for weekly department seminar series, faculty candidate visits, and other departmental events.
Arrange travel, lodging, catering, venue reservations, and related event details.
Prepare and distribute itineraries, materials, and announcements.
Support faculty recruitment and onboarding activities under the direction of the Department Administrator.
Attend in-person departmental events to oversee setup and execution. Serve as the on-site contact for faculty, guests, and vendors, ensuring event spaces are prepared, welcoming visitors, and addressing logistical issues promptly and tactfully.
Maintain event data, records and photos. Draft information for campus-wide press releases as necessary.
Set up internal and external meetings with University personnel and outside scientists/officials.
Process procurement transactions, reimbursements and honoraria in line with University and Research Foundation policies and guidelines.
Track departmental seminar series expenditures and assist with budget monitoring.
Reconcile department and event-related expenses and maintain supporting documentation.
Maintain accurate financial and related administrative records, ensuring appropriate confidentiality and compliance standards are met.
Other duties or projects as assigned