Required Qualifications (as evidenced by an attached resume):
Bachelor’s Degree (foreign equivalent or higher). Two (2) years of full-time administrative support experience. Experience scheduling and coordinating department-wide events and calendars.
Master’s Degree (foreign equivalent or higher). Budget Management experience. Fundraising and/or athletic/sporting event planning experience. Experience in student related services or volunteer related responsibilities. Understanding of NCAA Compliance Rules (played a Division I, II or III sport, coached in collegiate athletics or as a staff member in a collegiate athletic program).
Brief Description of Duties:
The Assistant to the Director of Athletics is responsible for assisting the Director of Athletics with the daily operation of the Athletic Department and coordinating various administrative functions and special projects within the department. The primary responsibilities for this position will include various special projects as well as general office management duties. In addition the Assistant will perform numerous administrative tasks as well as assist with department development programs, monthly staff meetings and assisting in the organization of various department specific events at the direction of the Director of Athletics.
The selected candidate will have excellent communication skills. A highly successful candidate will have experience working in a fast paced environment and ability to prioritize assigned tasks.
This position will perform various duties to ensure the smooth and efficient operation of the central administration in the Department of Athletics. Such duties include managing the procurement of department office supplies, coordination of senior staff meetings, department retreats and development programs as well as full staff meetings. This position will also work with the Business Office in maintaining the department copy machines and multifunctional devices as well as the annual service and maintenance contracts associated with the machines. In addition this position will coordinate, disburse and manage annual review of the department policy manual and conduct monthly reconciliation of corporate Visa statements and travel expense requests for the senior management team. He/She will also be responsible for maintaining the Athletic Conference Room and Athletic Event shared calendar in Gmail, managing the Director of Athletic groups and contacts, being a liaison with the President’s Office, and other VP Offices on campus as well as Political offices and taking meeting minutes when necessary.
This position is responsible for the daily coordination of various special projects within the Department of Athletics. Duties for this position include, but are not limited to the conducting research and generating reports for the Director of Athletics and Senior Staff relating to current trends, practices and staffing within the Division I athletic environment, researching and summarizing data on designated operations within the Conference and other projects within the department. It also may include assistance with new programs, facility enhancement projects, and various other projects.
Department-Specific Event Coordination:
This position will aid in athletic-specific events when necessary in conjunction with the department. This includes but is not limited to on campus organizations, golf outings, athletic event sponsored events, meetings/events with potential donors and all associated travel arrangements on behalf of the Director of Athletics. This person may also coordinate visits to campus for athletic events for potential donors and guests who are visiting Stony Brook. Attendance at some athletic events may be necessary in order to perform the above tasks.
This position will be responsible for the daily management of the department office supply budget and will track and report the expenses on a monthly basis to ensure the department remains within planned targets. This position will also assist with the processing of various approved expenses from the Athletic Director’s Discretionary account as well as the administrators travel expense accounts.
Other duties as assigned as appropriate to rank and departmental mission.
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Weekend work may be required at times.
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About Stony Brook:
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
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