Administrative Assistant, FoodLab

Administrative Assistant, FoodLab Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). Two (2) years of full time administrative coordination experience. Preferred Qualifications: Additional years (3) of administrative coordination experience. Experience working in a higher education, non-profit, or program setting. Experience working with template software such as Canva, Google, or Microsoft templates. Experience with event coordination. Experience maintaining calendars. Experience with credit card reconciliations. Experience drafting correspondence and communications. Experience working with an E-Procurement system. Brief Description of Duties: Provide administrative support to the Executive Director and coordinate day-to-day operations across programs, events, communications, purchasing, and seasonal initiatives. The work is varied and fast-moving, requiring flexibility, initiative, and close collaboration with leadership. Administrative and Office Support: Oversees the day-to-day operations of the office environment, including ensuring the suite is appropriately opened and operational, voicemails are retrieved, and mailboxes are checked regularly. Serves as the initial point of contact for inquiries directed to the Executive Director, demonstrating professionalism and courteous communication with internal and external stakeholders. Manages the department's incoming and outgoing communication, including voicemails, emails, and departmental mailboxes, ensuring prompt and accurate responses to messages. Effectively oversees the Executive Director's calendar, scheduling meetings, coordinating logistics, preparing agendas, and documenting meeting minutes as needed. Assists the Executive Director in coordinating and executing special projects and initiatives, ensuring timely completion and alignment with department objectives. Facilitates onboarding of new staff members and independent contractors by coordinating necessary paperwork and scheduling orientations. Purchase supplies for the office as needed. Event Support & Outreach: Provide comprehensive administration for a range of events held at the FarmLab. Assist with managing vendor communications, scheduling key meetings, and assisting guests with event-related details. Assist program coordinators with apprentice programs and various events throughout the year including but not limited to check in/out logs, timesheets, rosters, and training trackers. Provide on-site event support as assigned, offering assistance with setup, registration and guest guidance as needed. Communications: Draft emails and announcements for distribution. Maintain email contacts. Draft content updates for the department website and partner with the communications team as needed. Create flyers that coordinate with communications and partner with external vendors on advanced designs. Partner with local news outlets to deliver event information. Financial Support: Assists with tracking unpaid client invoices and communicating with clients as necessary. Assist with credit card reconciliations and expense reports. Organizes grant materials for submission. 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 $4,000 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.