Administrative Asst III

Administrative Asst III

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

The Opportunity

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.

Key Responsibilities

• 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.

What We Need

For further consideration, please submit a resume and cover letter.

• 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.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work collaboratively in a team-oriented environment while also working independently with minimal supervision.
• Strong organizational, time management, and multitasking skills with the ability to prioritize competing deadlines.
• Demonstrated analytical, problem-solving, and critical-thinking abilities.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism.
• Experience supporting inclusion, belonging, and wellbeing initiatives.
• Ability to build and maintain inclusive, collaborative relationships with students, faculty, staff, and community partners.
• Self-motivated, dependable, and adaptable in a fast-paced work environment.
• Commitment to ethical conduct and representing the University professionally.

If you have all those things, great! We have a few more things that we would prefer you to have, but it's ok if you don't.

• Associate's degree in business technology or business-related field and 3+ years of experience.
• Knowledge of Cooperative Extension or similar program.

This is a full-time (39 hours per…