Job Abstract

Required Qualifications: (as evidenced by an attached resume)
Bachelor's Degree (foreign equivalent or higher). Two (2) years of full time administrative experience which may include HR duties, personnel experience, etc. Highly proficient, professional experience in word processing, spreadsheet management and internet applications. Proficient in Microsoft Office Suite, Google Apps.

Preferred Qualifications:
Experience in an administrative office in a university setting. Experience supporting the administrative function of an academic department. High-level administrative experience at SBU in an academic unit. Prior experience working in a graduate program. Proficient working in Slate. Experience with purchasing. Prior experience working with one of more of the following campus computer systems: PeopleSoft, Solar, Wolfmart, Slate, 25Live.

Brief Description of Duties:
The incumbent will work in the Department of Art, reporting to the Chair, Graduate Director and Senior Staff Assistant. The successful incumbent will have excellent interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. The successful candidate must have the ability to research, analyze and resolve problems in a timely manner. The successful candidate must be proactive and a self-starter, able to work with a degree of independence.

• Graduate Coordinator:
• • Assist the Graduate Program Director with all administrative tasks and initiatives in regard to the current and prospective graduate students.
  • Correspond with prospective students and assist in application process.
  • Manage the graduate admission process by monitoring applications and update Slate, ensuring files are complete.
  • Prepare acceptance and rejection letters in a timely manner.
  • Maintain communication with incoming students, advising them of the admission process, visa and residency requirements, orientation dates, etc.
  • Keep current students updated with Graduate School requirements, orientation dates, required credits.
  • Submit GA/TA appointment forms via DocuSign.
  • Prepare and monitor international graduate student visa petitions.
  • Interface with The Graduate School to understand processes, timelines, etc. related to graduate student activities/matriculation/graduation.
  • Maintain the department's/program’s graduate student databases by maintaining graduate spreadsheet, track years of funding, mentorship, etc. updating information for faculty as needed.
  • Assist Graduate Director as required, prepare reports, update bulletin, handbook and website.
  • Maintain Alumni records, update with post-graduation contact information
• Purchasing:
  • Order office and course supplies and materials. Track and enter expenses into budget.
  • Place orders for faculty research grants, startup accounts and awards - maintain budgets for each award
• Departmental:
  • Schedule faculty and departmental meetings and maintain calendars.
  • Email distributions to be forwarded to faculty, staff and students.
  • Obtain syllabus from instructors each semester and maintain files.
  • Submit FixIt tickets for classroom, studio and office maintenance issues.
  • Faculty and Graduate Student office assignments.
  • Work with Undergraduate Director with class permissions and clearing students for graduation.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.

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 status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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