Administrative Assistant I

Job Description - Administrative Assistant I (2503861) Official Job Title: Administrative Assistant I Location: The Research Foundation for The State University of New York at Stony Brook Schedule: Full-time, Day Shift (8:30 AM - 5:00 PM) Salary Grade: N6 Required Qualifications High School diploma/GED (foreign equivalent or higher). Three (3) years of full-time responsible administrative experience. Experience with Microsoft Office Software and Google Docs. Experience coordinating meetings on a virtual platform (Zoom), or managing calendars and taking meeting minutes. Preferred Qualifications Associates degree (foreign equivalent or higher). Experience in an educational environment. Experience with Cbase and 25Live. Proofreading and/or editing experience. Experience with School of Medicine practices, policies, and procedures. Brief Description of Duties The Administrative Assistant I will provide administrative support to the Office of Undergraduate Medical Education (UGME) in the Renaissance School of Medicine. The incumbent must be detailed?oriented, dependable, and have excellent interpersonal communication (both written and verbal), organizational, technical, and time?management skills. The ability to research, analyze, and solve problems is essential for the UGME Administrative Assistant I. Duties Provide administrative support to the deans and senior support personnel regarding student meetings, compliance, reimbursements, club events, and student affairs yearly events. Manage student records such as data entry into the medical student curriculum database (Cbase), file confidential student information, and complete compliance documentation. Scan and verify student documents and records while complying with FERPA. Compile data for reports to national agencies for medical school accreditation. Coordinate student background checks and fingerprinting with the VA. Manage all HSC classroom scheduling for the medical school, processing room requests from faculty, staff, and students. Enter medical school events into the Cbase academic calendar. Work closely with Course Directors to align course syllabi with the 25Live calendar. Resolve scheduling conflicts between the 25Live and Cbase systems. Approve and schedule medical club events in 25Live, ensure study space for students, and schedule rooms for residency interviews. Support medical school committees under the direction of Committee Chairs, including the Committee on Student Affairs (COSA) and the Learning Environment Concerns Committee (LECC). Coordinate meetings, prepare agendas and meeting materials, set up invites through Outlook, and transcribe, prepare, and distribute minutes. Draft routine correspondence and reports, such as monthly, statistical, or presentation reports. Performance of Other Duties as Needed Serve as the main Student Affairs contact for the UGME office, answering phone lines, managing voicemail, and greeting visitors. Provide reception coverage and respond to inquiries by email or phone. Resolve problems or make appropriate referrals. Communicate and collaborate effectively with medical students and departmental heads. Manage daily distribution and student records. Provide logistical and administrative support for large?scale student events (Commencement, Match Day, White Coat Ceremony, TMS, TCC, TTR Orientations). Assist with the MSPE letter process as needed. Serve as backup to the NBME Proctor Coordinator, proctoring and scheduling proctors. Ensure exams are administered in a secure and compliant setting per NBME guidelines. Provide backup support in the absence of other staff and train colleagues as needed. Scribe for focus groups, attend retreats and staff training. Other duties as assigned. Special Notes 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 Non?Exempt position, eligible for overtime provisions. 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 Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA. In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here. Visit our WHY WORK HERE page to learn about the total rewards we offer. SUNY Research Foundation: A Great Place to Work. #J-18808-Ljbffr