Job Information
Stony Brook University Program Assistant in Stony Brook, New York
Program Assistant
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Experience in an office, customer service setting, or other work environment requiring diverse tasks and routine interface with others. Demonstrated proficiency with computer software, including Microsoft Office applications and/or Google suite.
Preferred Qualifications:
Two (2) years of full time experience in an office, customer service setting, or other work environment requiring diverse tasks and routine interface with others. Experience working in an academic or office environment that serves a broad range of students, staff, or community members.
Brief Description of Duties:
The Stony Brook Simons STEM Scholars Program exists to unleash the extraordinary potential of high-achieving STEM students representing the range of tomorrow's scientific scholars. It serves a community of ambitious learners, doers and leaders with the curiosity to explore and a heart for service. Our scholars share a mindset of collaboration, equally committed to individual achievement and the collective success of the cohort. Together, we are building the next generation of moonshot thinkers and changemakers, with the inclusivity of perspectives that fuels innovation and discovery. Simons STEM Scholars Program for more information.At Simons STEM Scholars Program, a Program Assistant is a valuable member of our team, who provides administrative support and will interface with all levels of management throughout the university. The incumbent will assist in coordinating all office functions for current staff members. This includes scheduling meetings, meeting logistics, preparing presentation materials, tracking data, coordinating assigned projects, telephone reception, processing communications into and out of the office, record keeping and preparation, filing of documents, etc. Qualified candidates will demonstrate superior communication and organizational skills, basic project management, and intermediate Excel skills while adhering to our high standard of excellence.The Program Assistant is responsible for a variety of support and coordination of activities as it relates to the Simons STEM Scholars Program. The incumbent will provide administrative support and coordination for all daily activities. They will troubleshoot, prioritize, act upon, and/or reassess inquiries and/or problems on behalf of leadership as well as providing an understanding of data collection and analysis.
The successful incumbent will:
Work collaboratively and independently on assigned tasks as well as accept direction on given assignments.
Manage multiple priorities and tasks.Be a team player in a fast-paced environment who is able to prioritize tasks independently.
Have strong written and verbal communication skills.
Duties Include:
Provide event planning support/management (ie. Selection Weekend, Semester Events/Workshops, Summer Bridge, Graduation.
Coordinate programmatic activities and schedules: which include travel plans, professional and business schedules, research and prepare meeting materials, and interface with other University Senior management, officers, and Administration staff.
Assist in Project Workshop planning and external visits to and from partner institutions.
Assemble and provide relevant documents for meetings and attend meetings as required. Take, maintain, and distribute meeting minutes on behalf of staff. Initiate necessary follow-up on action items and ensure follow-up meetings and activities are scheduled and executed in a timely fashion. Prepare and assist in the preparation of reports and presentations for the staff and ensure dissemination of applicable information.
Maintain and coordinate staff calendar(s) and receive telephone calls and visitors on behalf of all staff members, compose, edit, and submit correspondence on behalf of staff as needed. Manage and prioritize the staff’s incoming and outgoing mail.
Maintain and coordinate efforts for program website, marketing and social media.
Respond to inquiries, troubleshoot, and make independent judgments when able, refer or provide solutions to issues raised or identified.
Draft and prepare correspondence as well as documents and reports. Edit and approve for signature any correspondence prepared by staff. Prioritize and ensure that all incoming correspondence for the staff requiring attention is acted upon.
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 (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here (https://www.stonybrook.edu/police/) .
Visit our WHY WORK HERE page to learn about the total rewards we offer.
SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf)
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: 2600714
Official Job Title: : Administrative Assistant I
Job Field : Administrative & Professional (non-Clinical)
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : Simons STEM Scholars Program
Schedule : Full-time
Shift : Day Shift Shift Hours: : 8:30 am to 5 pm :
Posting Start Date : Mar 12, 2026
Posting End Date : Mar 26, 2026, 10:59:00 PM
Salary: : 50,000 - 55,000
Appointment Type: : Regular
Salary Grade: : N6
SBU Area: : The Research Foundation for The State University of New York at Stony Brook
Req ID: 2600714