Department Staff Assistant

Job Description - Department Staff Assistant (2600512)

Department Staff Assistant

Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associate's degree (foreign equivalent or higher) and two (2) additional years of full-time experience (as described below) may be considered. Two (2) years of full-time administrative experience, which may include HR-related activities, including working with supervisors and employees, as well as providing counsel on, and interpretation of, policies and procedures.

Experience with Google Applications, or similar software.

Working knowledge of the differences between Research Foundation (RF) and State University of New York (State) employment. Experience in human resources, recruiting, hiring, onboarding, training, and supporting employees. Experience in processing and administering visa transactions. Experience working with university electronic administration systems, such as Taleo, TMS Concur, Direct Travel, AVID, People Soft, RF Report Center, Wolfmart, or other human resources systems.

Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures. Experience liaising with human resources.

The Stony Brook University Department of Biochemistry and Cell Biology (BCB), within the College of Arts and Sciences (CAS), is seeking a Department Staff Assistant. The Department Staff Assistant will report to and work closely with the BCB departmental administrator and chair, in a very high-volume, multi-dimensional role. The position will be directly responsible for independently managing two key components of the BCB administration: human resources and the departmental seminar program.

Meet with faculty to discuss specifics for their invited speaker. All travel arrangements, including Flights for invited speakers, car service for speakers, and reservations for lodging, dinner, and lunches for invited speakers. Submit all reimbursements for related speakers' travel expenses, accurately advertise seminars on campus and websites, and prepare honorariums for invited speakers. Assisting with all administrative aspects associated with this department's activity.

The ideal candidate will have a strong understanding of HR processes and regulations, as well as excellent communication and interpersonal skills. The ability to work independently, manage multiple tasks, and maintain confidentiality is crucial for this role. As the primary liaison with the University HR office, the Incumbent independently manages all activities related to position description development, new hires and reappointments, payroll matters, visa and immigration, AA/EEO and university compliance, performance documentation management, and other relevant tasks.

This position requires a skilled professional who demonstrates a high level of independence and sensitivity regarding all personnel, as well as the ability to maintain strict confidentiality and discretion. The ideal candidate will be able to work collaboratively in a team environment and must be accustomed to meeting deadlines. The selected candidate will exercise sound judgment in making decisions, with a focus on delivering excellent customer service.

To be successful in this position, outstanding organizational skills and exceptional attention to detail are essential, enabling effective and independent administration of the day-to-day workflow. An ideal candidate will have proficiency in managing projects and tasks from inception to completion. The ideal candidate will also possess exceptional interpersonal and problem‑solving skills, as well as the ability to adapt to a changing work environment.

Write/create position descriptions, devise recruitment packages, establish and charge search committees, advance and disposition candidate files through the electronic applicant system, close searches, manage offers, onboard new hires, and initiate pre-employment promptly. Process all employment-related…