Assistant to the AVP and Dean of Students

Who We AreWe, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:

• Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
• Serving a highly diverse student body (click here for more information).
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Click here for more about Student Affairs.

Required Qualifications (as evidenced by an attached resume):Bachelor's degree (foreign equivalent or higher). Two (2) years of progressively responsible full-time administrative experience. Event planning experience. Experience assisting with budgets and/or preparing reports. Experience with calendar management. Experience with Microsoft Office and/or Google suites.

Preferred Qualifications:Bachelor's degree (foreign equivalent or higher) in Business Administration, Higher Education, or related field. Experience working in an institution of Higher Education. Experience procuring and purchasing goods and services. Experience with campus business systems (e.g., PeopleSoft, SOLAR, WolfMart). Experience with advanced software functions such as Mail Merge, graphs/charts creation, and/or spreadsheet/database management. Experience responding to student problems, issues, and emergencies and making appropriate referrals. Experience working with a diverse college population.

Brief Description of Duties:The Assistant to the Assistant Vice President and Dean of Students (AVP/DOS) will perform a variety of highly responsible, confidential, and complex administrative, programmatic, and operational duties in support of the Assistant Vice President and Dean of Students. This position will deal with a wide range of individuals and groups associated with the university. The Assistant to the Assistant Vice President and Dean of Students will anticipate the needs of the key leaders and exercise initiative. Periodically, this position may be asked to lead or contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities.
Additionally, in this role, you will provide logistical and organizational support to the Associate Dean of Students and the Senior Director of Strategic Initiatives and Operations. The Assistant to the Assistant Vice President and Dean of Students will have excellent verbal and written communication skills as well as interpersonal and organizational skills. They will exemplify a strong work ethic and integrity, with a high level of professional discretion regarding confidential and time-sensitive information and documents related to all departmental activities. Essential for this role is proficiency with computers and strong analytical skills.

Administrative Management:

• Serve as a point of contact to assist students who need to meet with the Assistant Vice President and Dean of Students. Troubleshoots first-level problems presented by students, parents, faculty, staff, and other constituents. Properly refer and route various student concerns to appropriate offices and resources. Resolve most problems, inquiries, and concerns and maintain a case management database.
• Manages the Assistant Vice President and Dean of Students calendar determining time-sensitive issues, prioritizing and responding to messages, scheduling meetings, and providing follow-up.
• Schedule and coordinate logistics for meetings for the Student Life senior leadership and department-wide meetings, all senior leadership and department retreats, Dean's Advisory Council, and other unit-wide meetings as requested.
• Maintain confidential information shared by students and staff in preparation for debriefing the Assistant Vice President and Dean of Students.
  Assist the Assistant Vice President and Dean of Students with input and processing of purchase requisites, vendor contracts, travel coordination, record keeping, and reconciling of PCards.
• Support the Assistant Vice President and Dean of Students during major programs and events offered by the Office of Student Life and the University (i.e., Welcome Week, Homecoming, Family Weekend, Commencement, Convocation, etc)

Project Coordination and Logistics

• Collaborate and provide program planning and event support to the Associate Dean of Students and the Senior Director of Strategic Initiatives and Operations in the execution of major events and traditional campus programs.
• Collaborate with the Associate Dean and Senior Director to support their department-wide strategic initiatives. Research and prepare the necessary supporting documentation. Proactively assist with moving projects ahead with an understanding of priorities.
• Assist with compiling data, solicit and research information from a variety of sources both on and off campus, and prepare reports as requested. Additional procurement responsibilities include performing routine monthly reconciliation and analysis for internal and external purposes.

Professional Development and Student Affairs Committees

• Participate in opportunities that promote your learning, growth, and development (i.e. classes, training, committee, webinar, etc.).
• Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your unit/department (i.e. campus-wide traditions, events, programs, etc.).
• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Evening and weekend work may be required at times.

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 $3,400 UUP annual location pay, paid biweekly.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

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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