Administrative Assistant I

Administrative Assistant I

Required Qualifications (as evidenced by an attached resume):

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 with coordinating meetings on a virtual platform (zoom), and/or managing calendars and taking meeting minutes.

Preferred Qualifications:

Associate's degree (foreign equivalent of 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 successful 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 any student meetings, student compliance, reimbursements, club events, and meetings, POD meetings, and student affairs yearly events.
• Manage student records such as data entry into our medical student curriculum database (Cbase), file confidential student information, and complete other administrative tasks such as compliance documentation.
• Scan and verify student documents and records while complying with FERPA.
• Compile data in preparation for reports to various national agencies for medical school accreditation.
• Coordinate student background checks and fingerprinting with the VA by providing clear communications and instructions to the students.
• Scheduling and Calendar Management: Manage all HSC classroom scheduling for the medical school. This includes processing room requests from medical school faculty, staff, and students for courses and events.
• Enter medical school events into the Cbase academic calendar.
• Work closely with Course Directors to ensure that their course syllabus aligns with the 25live calendar.
• This role also requires resolving and scheduling conflicts that may arise between the 25live and Cbase systems.
• Additionally, approve and schedule medical club events in 25live, ensure study space for students, and schedule room for residency interview.
• Provide administrative support to medical school committees under the direction of the Committe Chairs, specifically the Committee on Student Affairs (COSA) and the Learning Environment Concerns Committee (LECC).
• Coordinate meetings as requested, including preparing agenda and all necessary meeting materials.
• Set up meeting invites through Outlook and communicate with committee members, as necessary.
• Transcribe, prepare, and distribute, minutes for all departmental and committee meetings. Additionally, compose, type, and distribute routine correspondence or various reports, such as monthly, statistical, or presentation reports.

• Perform 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, responding to questions and inquiries from faculty, staff, and prospective or current students via email or phone.
• Resolve problems or make appropriate referrals.
• Communicate and collaborate effectively with medical students and departmental heads.
• Responsible for daily distribution and student records management.
• Provide logistical and administrative support for large-scale medical student events including Commencement, Match Day, White Coat Ceremony, and assisting with TMS, TCC, and TTR Orientations.
• Assist with MSPE letter process as needed.
• Serve as back-up to the NBME Proctor Coordinator which includes proctoring and scheduling proctors as needed.
• Ensure exams are administered in a secure and compliant setting strictly adhering to NBME guidelines. This involves monitoring examinees' progress and reporting and suspicious activity to the Executive Chief Proctor.
• Provide back-up support in the absence of other staff as needed. Train and inform other staff members regarding duties required in your absence.
• Scribe for Focus Groups, attend retreats and all 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 the overtime provisions of the FLSA.

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 or visit OEA.

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Job Number:

Official Job Title: Administrative Assistant I

Job Field: Administrative & Professional (non-Clinical)

Primary Location: US-NY-Stony Brook

Department/Hiring Area: Office Of Dean, Medicine

Schedule: Full-time Shift :Day Shift Shift Hours: 8:30 AM - 5:00 PM

Posting Start Date: Oct 28, 2025

Posting End Date: Nov 16, 2025, 10:59:00 PM

Salary:$41,000-$48,000

Appointment Type: Regular

Salary Grade:N6

SBU Area:The Research Foundation for The State University of New York at Stony Brook