Administrative & Student Support Specialist

* Assist Department Chair or School Director in coordinating the day-to-day academic operations and programs for the department while providing advanced administrative support to Department Chair or School Director. Serve as an informational resource to faculty, staff and students answering inquires, providing information and resolving problems.

* Provide advice, counsel, and information regarding department's academic activities to student, faculty, or staff. Perform tasks and provide information regarding graduate and undergraduate admission, registration and financial aid and scholarship processes, following standard procedures with basic interpretation of policies that may include processing and reviewing admission applications, credentials, and decision; registration, course evaluation, evaluate transfer coursework and degree completion; process, notify and monitoring student scholarship and scholarship application.

Assist with creating and monitoring of course and classroom scheduling and enrollment. Analyze, maintain, and monitor confidential academic paperwork, records, and databases. Create reports to provide information for decision making purposes and to distribute as needed. Assist with coordinating various student related programs and events hosted by the department.

* Serve as administrative support to the Department Chair or School Director by providing and overseeing services such as maintaining the Department Chair or School Director's calendar; preparing and proofreading documents; organizing and maintaining paper and electronic filing systems and databases; coordinating travel arrangements and coordinating projects. May assist with support of departmental website.

* Support daily departmental business, including monitoring department and program budgets; obtaining and maintaining inventory of equipment, services, and supplies; administers departmental purchasing activities; authorizes limited expenditures. Assist with the employment process and maintaining departmental personnel records, coordinate position searches and other personnel matters (may include but not limited to appointments/changes, faculty load reporting, part-time faculty reasonable assurance memos, personnel transactions, and student employment processes).

Assist with department events, conferences, and make travel arrangements as needed. May serve as building coordinator and work with PFOC and locking systems as needed.

* Oversee department administrative staff and students by providing functional guidance to ensure smooth workflow. Provide guidance in creating and revising departmental policies and procedures. Perform other job-related duties as needed by the Department Chair or School Director.

Additional Position Information:

Required qualifications:

A minimum of 4 years of experience in office/clerical procedures. Prefer 2 years in a higher education or similar environment. Advanced computer knowledge relating to word processing, spreadsheet, and database software packages. A working knowledge or ability to learn web content management software, enterprise resource planning system, and other systems or application used within the department. Ability to use and retrieve information from databases to perform daily job duties required.

Ability to coordinate programs, work in a fast-paced environment, and utilize new technology required. Strong interpersonal, problem-solving, and research skills required. Ability to maintain and monitor budgets required. Effective verbal and written communication skills are required.

Education:

18 months of education or training beyond high school required.

Final date to receive applications:
July 14, 2026.

Compensation:
This is a Union position with a salary grade of SBU-110. Salary determination is subject to the SBU Collective Bargaining Agreement.

Application Instructions:
In order to be considered for this position, please submit an online application, and attach your resume and cover letter.

FLSA Status (exempt/nonexempt):

United States of America (Non-Exempt)

Union Affiliation (if applicable):

Staff Bargaining Unit

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