Administrative Staff Assistant

Job Description - Administrative Staff Assistant (2602274)

Required Qualifications (as evidenced by an attached resume):

• Bachelor's Degree (foreign equivalent or higher).
• One (1) year of full‑time administrative experience including travel or events coordination and/or calendar management.
• Experience with Microsoft Office Suite (Excel and Word) and/or Google Workspace.
• Experience with accounts payable and/or purchasing.

Preferred Qualifications:

• Two (2) or more full‑time years of professional administrative experience.
• Professional experience in a university, research, or sponsored‑program environment.
• Experience with Stony Brook University or Research Foundation for SUNY policies, procedures, and/or systems – Wolfmart, Concur, Avid.
• One (1) year of full‑time experience with event planning.

Brief Description of Duties:

The Louis and Beatrice Laufer Center is a hub for research in Physical and Quantitative Biology at Stony Brook University, aiming to advance biology and medicine through discoveries in physics, mathematics and computational science. This position will provide administrative support for the Center’s day‑to‑day operations. The incumbent will have: outstanding written, verbal, and interpersonal communication skills; experience successfully working independently as well as part of a team with a collaborative approach to problem solving;

strong organizational and time‑management skills with exceptional attention to detail; experience working with, and maintaining, confidential information with a high degree of professionalism, integrity, discretion, and tact; and experience effectively multi‑tasking in a fast‑paced, deadline‑driven environment with a high degree of accuracy and organization.

• Support the day‑to‑day administrative operations of the Laufer Center, working closely with the lead administrative staff.
• Maintain and update Center records, including room reservations, shared calendars, and operational documentation, and assist with website updates.
• Draft and distribute email announcements for Center events, seminars, and reminder notices and deadlines.

• Process invoice payments and purchase requisitions for supplies and services using the Wolfmart procurement system, Concur and Avid systems, or by paper requisition charging the appropriate funds. Adhere to Procurement and funding policies and procedures.
• Communicate with suppliers for price quotes or respond to payment inquiries as needed. Process travel expense reimbursements.
• Reconcile the Center’s monthly credit card transactions.
• Plan and execute recurring Center events including monthly seminars, faculty lunches, and faculty meetings, coordinating logistics from scheduling to set up and catering; assist with other events as needed.
• Coordinate visits for the Center's invited seminar speakers and other guests (i.e., faculty recruitment candidates and research collaborators) – including assisting with and making travel arrangements, hotel accommodations, creating visitor itineraries, and communication with host faculty. Communicate with the guests and process payment of honoraria (for speakers) and/or reimbursement of travel expenses.
• Contribute to the preparation of annual reports, promotional materials, and communications that highlight the Center's research accomplishments and activities under the direction of the senior staff associate.

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial…